Management and Operations Report

This report examines the management and operations of Toyota, a leading multinational automotive manufacturer. It analyzes the roles of leaders and managers, explores different leadership theories, and discusses key operational functions like distribution, quality management, and product development. The report also investigates the impact of external factors like CSR, ethics, and sustainability on decision-making and operational efficiency.

Management and
Operations

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.Introduction to organisation with its management structure....................................................3
2. Definition and roles of both leader and manager with difference in leadership and
management................................................................................................................................4
3. Roles of management and leadership in application to different organisational situations,
supported by theories and concepts.............................................................................................6
4. Evaluation of strengths and weaknesses of approaches of leadership and management to
attain conclusions by supported leadership theories...................................................................7
5. Conclusion on how managers and leaders have made an impact on organisation and
recommendation for future improvements..................................................................................8
TASK 2............................................................................................................................................9
1.Introduction to the key operations............................................................................................9
2. Define each of the key operational functions, identifying the roles and responsibilities of
managers in the key operational functions. ................................................................................9
3. Explanation of the key operational approaches to operations management ........................10
4. Impact of external business environment factors that affect decision-making by leaders and
managers...................................................................................................................................11
5. Operational efficiencies can be improved to successfully meet business objectives using
appropriate management and leadership approaches................................................................12
6. Conclusion and supported recommendations for future improvements in organisation.......12
REFERENCES..............................................................................................................................14

INTRODUCTION
Management and Operations is concerned with designing and controlling of the process
of production and managing the whole business functions in order to attain higher productivity.
Main objective of this approach is effective management of individuals so that business activities
can be effectively performed to ensure maximum efficiency in business operations. The report is
based on Toyota (Boyd and Dougherty, 2016). It is the sixth largest Japanese multinational auto
mobile manufacturer company, headquartered in Japan. Report focuses on the importance of
leader and manager as well as their roles and responsibilities in context to Toyota. It also
elaborates roles of leader and manager in operation management. At last it discusses external
factors which are influencing operational activities and the the decision making by leaders and
managers.
TASK 1
1.Introduction to organisation with its management structure.
Toyota is an multinational automotive manufactures which is based in Japan. Company
has its operational activities in around 28 countries and provides its products in more than 150
nations around the globe. In its management structure it consists of 364,445 employees all over
the world. The firm has a divisional structure which assist in optimum utilisation of resources.
Source : Toyota Company Hierarchy.2018

In context to Toyota company has its own management structure which assist in smooth
functioning of business operations. Divisional structure of Toyota is briefly discussed as follows-
 Global Hierarchy- Under this global hierarchy management is responsible for
managing all business activities, any operational unit cannot implement their own
actions without communicating with all necessary information with headquarters
(Ellitan,2017).
 Geographic Division-It consist of the geographical areas where the business carries its
operational activities such as Toyota perform its business operations in America. Asia,
Japan etc.
 Product Based Division- It is concerned with dividing the production activities,
respective company has divided their production sites into four parts such as Lexus
international for Japan and Europe, No.1 operations in North America, No.2 operations
in all regions. This assist the company in enhancing their brand image and assist in
proper production of products.
2. Definition and roles of both leader and manager with difference in leadership and
management.
Leaders is an individual within the organisation who influences a group of subordinates
and motivates them by providing certain guidelines to do business activities efficiently.
Characteristics of Leaders
 Decision-making capabilities- Leader should be capable enough to take right decisions
at the right time in order to avoid disruption in business performance and assist in
achieving organisations success.
 Confidence- To be an effective leader at respective company leader should have proper
confidence in inspiring, guiding its followers to work effectively towards the attainment
of organisational goals (Fan, Liu and Zhang, 2015)
Roles of Leader
 Act as a representative of organisation- Leader represents its organisation in all
meetings, conferences and is well representable to the general public.
 Formulate plans and policies- Leaders are well responsible for effective formulation of
plans and policies so as to achieve respective organisation goals and objectives in a

effective manner. The are responsible for formulating various strategy for various levels
of the organisation.
Manager is an individual in the respective company which is responsible for
administrating and supervising all the business operations effectively. They are responsible for
effective planning, organising and controlling business activities in a proper manner. Manager at
the respective organisation are responsible for providing training to its employees so as to
achieve success in global markets (Han and et. al., 2017).
Characteristics of Manager
 To be an effective manager, it requires effective communication skills so as to
communicate with its followers to share and discuss problems.
 Manager should have problem solving capability in order to provide solutions to the
problems identified and which leads to harmonious environment at work place.
Functions of Manager
At Toyota Company manager should perform five basic functions which are discussed
below-
 Planning- Manager is responsible for framing of plans an policies which assist the staff
members to work according to planned activities.
 Organising- They are responsible for organising resources efficiently and allocates
resources to each business activity and assist the employees to do work efficiently
according to allocated resources.
 Staffing- Manager performs the function of recruitment and selection of employees
according to the requirement of skills and knowledge in the organisation.
 Leading- Managers perform leading functions by providing proper guidance and
coaching to its employees so as to achieve desired results (Idris, 2016.).
 Controlling- This assist the managers to monitors the performance of employees and take
necessary actions if any deviations are found in employees performance.
Difference between leaders and managers
Basis of difference Leaders Managers
Focus Leaders focus on providing
guidance and sets direction for
the employees to work towards
Management focus on
planning controlling all the
business activities by

the attainment of
organisational goals.
formulating strategies to make
the employees work
effectively.
Aims Leadership aims at growth and
development of
individuals(Ma and Sun,
2012)..
Managers focuses on making
employees work towards the
attainment of organisational
goals.
Decision Making Leader at Toyota facilitates
decision making for the
organisation.
Managers are responsible for
implementing decisions in the
organisation and makes the
employees works towards it.
3. Roles of management and leadership in application to different organisational situations,
supported by theories and concepts.
Their are different situations in the organisation in which managers and leaders have
perform their roles and responsibilities effectively so as to attain goals and objectives effectively.
Situation When at the respective organisation leaders has asked managers to influence followers
to effectively perform task at a specified time period.
In such situation, leader should adopt adaptive situational leadership style which states
that leaders can change their roles according to situation prevailing in the organisation. Leader
under this situation should adopt this approach in order to manage different situations in
organisation. According to above situation leader should adopt democratic style of leadership so
in order to develop employee relations so as to make employees work effectively in order to
achieve set targets (Nayak, 2015).
Situation When at the respective organisation there is high level of conflicts between the
employees at the work place and affects performance of work.
According to this situation leader should adopt system leadership theory which enables
leaders to provide effective structure at work place and allow team members to understand their
roles and responsibilities in a effective manner. It has a great advantage as it can clarify thoughts
on complexity and provides a framework in better performance of work. This leadership style
will enhance better customer services and leads to effective realisation of organisational goals.

Situation- If the sales of the products of the respective company are decreasing, manager should
consider the factor which is affecting sales and should take necessary actions.
Under this situation Contingency approach should be adopted which emphasises on
modification in the behaviour of managers so as to handle complex situations. This theory states
that effectiveness of leader is related to its personality traits and other situational factors which
makes effective decisions in order to cope up with the situation. According to this situation,
leader should adopt task oriented approach in which leaders focus on getting the work done
effectively done by their subordinates (Pakistan, 2012).
4. Evaluation of strengths and weaknesses of approaches of leadership and management to attain
conclusions by supported leadership theories.
Organisation has adopted to various approaches to leadership and management to address
situations in Toyota which assist in attainment of goals and objectives.
Situational Leadership
Under this approach leader can modify their behaviour as per the situations prevailing in
the organisation. This is not based on the specific skill of leaders, they can change their
behaviours according to the situations.
Strengths-
 It provides greater flexibility to the leaders to change their behaviour according to the
situation.
 It greatly improves employee and management relations and allows respective company
to perform business operations without any problems (Parmar, 2014).
Weaknesses-
 There is a possibility of creating confusions as the situations within the respective
organisations are interconnected and disrupts performance of leaders.
 This theory can be used to handle only specific situation prevailing in Toyota.
Contingency Theory
This theory states that effectiveness of leader is related to its personality traits and other
situational factors and emphasises on modification in the behaviour of managers so as to handle
complex situations.
Strengths

 It provides flexibility to the leaders for making decisions as per the situations through
which efficiency of managers and leaders improves.
 It helps the respective company to attain goals because of the efficiency of the managers
to perform according to the situation through their personality traits.
Weaknesses
 It creates very confusion in decision making by leaders and managers.
 It is not necessary managers and leaders have certain personality to find solution to every
situation in Toyota.
System Leadership Theory
This style of leadership states that management of the respective company should
provides proper structure of work which enables team members to perform business operation's
effectively. This makes leaders and managers to create conditions at all levels and allows
employees at Toyota to work effectively (Plesser and et. al., 2014).
Strengths
 It clarifies the concept on the complexity of dynamism and provides a framework to
employees to work effectively.
 It clears roles and responsibilities of all the employees which assist them to perform well
and achieve the desired targets.
Weaknesses
 This theory is not useful lack of appropriate structure creates confusion in working of
employees.
 This process is lengthy and complicated in nature as it consist of various interrelated
parameters (Tristancho and Gutiérrez, 2012).
5. Conclusion on how managers and leaders have made an impact on organisation and
recommendation for future improvements.
It has been analysed that managers and leaders play a great role in helping organisation to
achieve its realistic goals. Leadership theories assist them to perform their roles and
responsibilities according to the situation. Managers focuses on formulating plans and policies
and provides a blue print to the employees at Toyota which assist in effective performance of
work and leader formulates strategy and provides direction to the employees to work towards the
attainment of goals and objectives at Toyota.It is highly recommended to the managers and

leaders at Toyota to follow appropriate hierarchical chain structure in which information flows
from upper level to lower level which creates harmonious work place environment. Along with
this manager should address employees problems and provide immediate solution which makes
them to motivated to perform their business task effectively and assist in achieving goals and
objectives of Toyota Company (Wang, Jie and Abareshi, 2015).
TASK 2
1.Introduction to the key operations
Key operations are the business activities that the respective organisation conducts in
order to meet customer requirements and work towards the attainment of organisational goals.
Hence Operations Management is concerned with planning and controlling the production
process in such a way so as to achieve efficiency in overall production and reduces wastage and
defects.
As Toyota is a largest auto-mobile company it has its global presence all over the world.
Respective company key operations includes proper designing of products with high quality and
technology to meet customer requirements and gain competitive advantage. In addition to this
Toyota's key operation's includes proper control and distribution system, proper inventory
management, effective process design and proper quality control. These are all the key
operations activities which the respective company should perform in order to achieve
efficiency in production process and minimises wastage (Wen-chao,Fan and Wen-wen, 2012).
2. Define each of the key operational functions, identifying the roles and responsibilities of
managers in the key operational functions.
Their are various key operations function which the respective organisation should
perform in a appropriate manner so as to attain the desired outcomes. Managers and Leaders
effectively perform their roles and responsibilities so to conduct operations functions properly
which are discussed below-
 Distribution and Control System- This activity of the operation function is considered
with proper distribution of products to customers and concerned with controlling and
monitoring the whole process so that unnecessary defects and wastages can be removed.
Roles and responsibilities of managers includes collecting proper information from the
market and identify customer demands as it helps in reducing the cost of production

process and brings efficiency. It also includes the responsibilities of the manager to make
available right product at the right time which will assist in achieving organisation goals.
 Quality Management- This activity of operational management is concerned with
maintain the quality of product so as to provide customer satisfaction (Williams, 2015).
Role and responsibilities of the manager at Toyota includes monitoring the whole
activities of the production process so as to detect errors and removes the identified
defects. For this manager has to bring innovation in technology and monitors the whole
process so that quality of the products can be maintained.
 Proper Development of product and Services- This function is concerned with
effective designing of products according to the requirement of customers which will
assist Toyota in attaining maximum profitability. Roles and responsibilities of manager
include conducting market analysis so as to identify the existing trends in market and
identify customer needs and therefore makes the resources available in the company for
carrying production process effectively (XIANG, Chen and Zhang, 2013).
3. Explanation of the key operational approaches to operations management
Their are various approaches to operational management which Toyota adopted in order
to attain maximum efficiency in production process. Various approaches to Operational
management are discussed as follows-
 Six Sigma- It is a data driven approach which focuses on minimising wastages and errors
in the whole activity of production process. This helps the respective company in
separating the bad from the good outcomes and achieves in its production activities.
Effective use of this approach can be conducted by doing five steps such as define,
measure, analyse, improve and control. Managers and Leaders at Toyota should identify
the issues and problems company is facing and make strategies and plans in order to
improve those. It helps the managers to remove unessential activities from the process so
that quality products can be delivered at market (Yun and et. al., 2018.).
 Lean Manufacturing- This is a simple and a effective method of minimising and
elimination of waste in manufacturing process so as to improve the quality of products.
This assist the managers and Leaders at Toyota to make continuous improvement in their
products by providing directions to the employees so that they can work effectively and
ensures that no useful materials are eliminated during the production process.

 Just in time Inventory- This approach of operational management focuses on
increasing efficiency and reducing wastages and errors inj production process ny
receiving the goods only as they are needed so as to reduce inventory cost for the
company. It is an inventory management technique in which production process is carried
to meet the existing customer demands and not to store inventory for future purpose.
Managers and Leaders at Toyota ensures and estimates demand in the market and provide
useful information to the raw material suppliers and to the employees regarding
production process.
4. Impact of external business environment factors that affect decision-making by leaders and
managers.
Business Environment consist of all the external factors which have a great influence on
the working of the Toyota. This affects decision making by leaders and managers which needs to
be concerned properly for the effective working of the business operations.
 CSR- It is termed as Corporate social responsibility which is concerned conducting
business operations in such a way that contributes to socio, economic benefits to its
stakeholders. It affects decision making by leaders and managers as they are concerned
with proper and maximum utilisation of resources and should conduct production in sich
a way that doesn't harms the environment and provide socio economic benefits to society.
 Ethics- It governs the moral principles which assist the respective company to conduct
business functions ethically and doesn't involve in any practices which affects operational
functions of the company. It affects decision making by leaders and managers at Toyota
as they have to ensure that production process is carried ethically and doesn't involve any
unethical practice in getting raw materials. This needs complete monitoring and control
by the managers to check efficiency in production process.
 Sustainability – It is defined as as an approach which focuses on meeting the demands of
the present generation without comprising it for future generation. Leaders and managers
at Toyota should ensure that decision in such a a way which aims a preservation and
conservation of natural resources in a proper manner (Walkerand et. al., 2014). Managers
leaders should ensure that strategies planned should not harm the cultural and socio
economic benefits of the individuals and resources of the company should be utilised in a
proper manner to achieve efficiencies in operational management activities.

5. Operational efficiencies can be improved to successfully meet business objectives using
appropriate management and leadership approaches.
Achieving efficiency in operational management activities helps Toyota to meet its
business objectives. Leaders and managers plays a great role in bringing efficiency in
organisational growth. Different approaches to management and leadership to bring efficiency in
production process are as follows-
Scientific Management Theory
This theory of management states that employees within the organisation should perform
their task in a suitable manner so as to increase productivity and profitability of organisation. It
focuses on standardization of methods so as to improve the performance and quality of products.
In case of Toyota managers focuses on improving tools and technology so to reduce cost of
production and increase efficiency in work processes.
Transformational Theory of Leadership
This theory of leadership focuses on adopting the best leadership approach to deliver
values and changes in their followers. It states that leader at Toyota works with their team
members to identify needed change in organisation and implements the change through proper
guidance to the members. It provides motivation and enhances morale of the employees to work
effectively and achieve efficiency in its operational activities. In case of Toyota leader changes
their behaviour according to the situation and motivates employees to work effectively (Walker
and et. al., 2014).
6. Conclusion and supported recommendations for future improvements in organisation.
In order to attain long term sustainability in its business operation Toyota has to perform
its key operational activities efficiently. Managers and Leaders play a crucial role in achieving
efficiency in operational management by adopting various approaches which assist company in
reducing wastage and achieving maximum efficiency in production process. Their are some
recommendations that the managers and leaders at Toyota should adopt in order to improve
future performance of company. Managers and Leaders at Toyota should adopt the changes
effectively in order to improve the business performance by providing proper guidelines to its
employee related to their job. Moreover they should analyse the external factors which have
impact on key operations of Toyota and formulates plans and policies, thus influencing their

decisions to work towards the attainment of organisational goals by achieving efficiency in
production process.
CONCLUSION
On the basis of the above report mentioned it has been determined that role of leaders and
managers are very crucial for the organisation towards achieving goals and objectives. They
formulate various plan and strategies and adopt various approaches to leadership and
management which assist the company to work collectively and attains goals and objectives. In
order to achieve maximum efficiency in production process, leaders and manager has adopted
various approaches to operational management and therefore analysis business environment
external factors and take actions to bring operational efficiencies.

REFERENCES
Books and journals
Boyd, A. H. and Dougherty, G. M., 2016. Seed Processing Operations-Mangement.
Ellitan, L., 2017. The role of environmental uncertainty, competitive strategy, and operation
strategy to achieve competitive advantage: the case of east java manufacturing SMEs.
EPRA International Journal of Multidisciplinary Research (IJMR). 3(11). pp.8-23.
Eraki, M. E., 2015. Outcome of one stage transanal endorectal pullthrough for mangement of
hirschsprung’s disease. Zagazig University Medical Journal. 17(3).
Fan, W., Liu, N. and Zhang, J., 2015, November. Multi-objective optimization model for energy
mangement of household micro-grids participating in demand response. In Innovative
Smart Grid Technologies-Asia (ISGT ASIA), 2015 IEEE (pp. 1-6). IEEE.
Han, W., and et. al., 2017. The experience of diagnosis and mangement in coexisting
ureteropelvic junction obstruction and nonreflux megaureter. Chinese Journal of
Urology. 38(2). pp.95-98.
Idris, M.S.A.B.M., 2016. Control methods on yield and mangement cost of paddy in ledang,
johor.
Ma, G. and Sun, L., 2012. The Design and Implement of FPSO Assets Management System.
Procedia Environmental Sciences. 12. pp.484-490.
Nayak, B. B., 2015. RFID Based Attendance Mangement System Using Labview (Doctoral
dissertation).
Pakistan, S., 2012. Potentials for improving water and agriculture productivity in Sindh,
Pakistan.
Parmar, L., 2014. An evaluation study of farmer's field school on soybean mangement practices
conducted by agriculture department of tikamgarh district of madhya pradesh (Doctoral
dissertation, JNKVV).
Plesser, S., and et. al., 2014. The energy Navigator-A web based platform for functional quality
mangement in buildings. arXiv preprint arXiv:1409.2364.
Tristancho, J. and Gutiérrez, J. L., 2012. Simplified Femto-satellite Operations for Disaster
Mangement Missions. UPCommons, Vol.
Wang, M., Jie, F. and Abareshi, A., 2015. The role of innovation capability and operation
capability in logistics performance of transport firms: a conceptual framework. In
AAOM 2015: Innovation for and from Asian Emerging Markets(pp. 39-52). The
Chinese University of Hong Kong.
Wen-chao, W., Fan, Z. and Wen-wen, L., 2012. Experience of Effective Operation of Laboratory
Mangement in Coal Fields. Shandong Coal Science and Technology. 4. p.172.
Williams, V. R., 2015. Economic development through microinsurance & thrift mangement a
case of underprivileged sections of society. International Journal of Sociology, Social
Anthropology and Social Policy. 1(1). pp.38-45.
XIANG, Y. Z., Chen, F. Q. and Zhang, s. S., 2013. Case Analysis of Operation Resource
Utilization Efficiency and Medical Level Improvement through Performance
Mangement. Chinese Health Economics. 3. p.030.
Yun, L., and et. al., 2018. Clinical application of ERAS program in perioperative mangement of
robot-assisted gastrectomy for gastric cancer: Experiences from single-center. Clinical
Nutrition ESPEN. 25. p.185.

Walker, P. H. and et. al., 2014. Sustainable operations management: recent trends and future
directions. International Journal of Operations & Production Management. 34(5).
White, P. R., 2016. Public transport: its planning, management and operation. Routledge.
Online
Toyota Company Hierarchy. 2018. [Online] Available through
<https://www.hierarchystructure.com/toyota-company-hierarchy/>