Design and Implementation of Quality Systems for Organizational Excellence

The assignment content emphasizes the importance of organizational structure, culture, and quality systems in achieving desired results. It highlights the need for ABC Company to design and implement quality systems to maintain standards within their processes. Additionally, it recommends implementing ISO 9001 to align resources and activities with organizational objectives and goals. Furthermore, it stresses the importance of practical application of health and safety policies in the workplace to ensure staff well-being.

Managing Business Activities
to Achieve Results
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Contents
INTRODUCTION.......................................................................................................................................3
TASK 1.......................................................................................................................................................3
1.1 Existing organizational structure and culture in ABC Company and interrelationship between the
processes function of the company..........................................................................................................3
1.2 Justify methodology used for mapping the processes to ABC Company...........................................4
1.3 Evaluate output of the process and elements required to build quality gateway................................5
2.1 Plan to promote goals and objectives.................................................................................................6
2.2 SMART objectives............................................................................................................................7
2.3 Implement appropriate systems for accomplishing the goals.............................................................8
2.4 Work activities meeting operational plan through monitoring and controlling..................................9
TASK 2.......................................................................................................................................................9
3.1 Systems and standard for monitoring the quality standard.................................................................9
3.2 Quality culture to ensure continuous monitoring, evaluation and development of the process........10
3.3 Recommendation for improvements which align with organization’s objectives and goals......10
3.4 Wider implications of proposed changes within the ABC Company...............................................11
4.1 Carry out risk assessment within the organization...........................................................................12
4.2 Health and safety regulations and legislation applicable in the specific work situation...................12
4.3 How to carry out systematic review of organizational health and safety policies............................13
4.4 Practical application of health and safety policies and procedures in workplace.............................13
CONCLUSION.........................................................................................................................................14
REFERENCES..........................................................................................................................................15
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Figure 1: Organizational chart.....................................................................................................................5
Figure 2: Process of recruitment function....................................................................................................5
Figure 3: Elements of quality gateways.......................................................................................................6
Figure 4: Stages in Planning........................................................................................................................7
Figure 5: SMART Objectives......................................................................................................................8
Figure 6: Steps of risk assessment.............................................................................................................13
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INTRODUCTION
In order to succeed in the competitive scenario it is essential for the management of
organization to focus on managing business activities with the resources so that they can utilize
the optimum resources with minimum wastage (Kumar and Yakhlef, 2016). Managing business
activities plays significant role within the organization as it assists in managing and organizing
the activities of organization in the effective manner that it results in accomplishing their goals
and objectives. The present study focuses on the scenario of ABC Company the leading
recruitment company that has poor management and inefficient leadership within the
organization that results in attaining the deficits with the delay in their daily operations. The
report will also aim to understand the significance of business processes in delivering the
required resultant accordant with the goals and objectives of the company. Lastly, the report will
also understand the key steps that are framed by the legislation and regulation in order to assess
the risk and hazardous activities within the organization.
TASK 1
1.1 Existing organizational structure and culture in ABC Company and interrelationship between
the processes function of the company
As per the scenario, ABC Company possess minimum level of hierarchy within the
organization that results in poor management and leadership that is also one of the major reason
for worst shortage within the firm. In addition to this, the existing organizational culture of ABC
Company generally focuses on role culture that ensures defining the role and responsibilities of
each and every function within the organization so that they can perform their activities in the
effective manner.
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Figure 1: Organizational chart
The major departments and functions that are operated within the ABC Company include
human resource function, finance function, marketing function etc. that are interconnected with
each other. For instance; finance department within the company mainly concentrate on
reviewing and monitoring the budget as well as allocate specific budget to each and every
department that are operating within the premises (Schwing and Albers, 2013). Therefore, with
the proper allocation of budget marketing department will perform their marketing activities so
that they can attract large number of client and organization towards their services.
1.2 Justify methodology used for mapping the processes to ABC Company
Figure 2: Process of recruitment function
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The key process within the ABC Company is recruitment and selection process of
candidate as the key aim of Recruitment Company is to hire and recruit the candidate for the
client companies (Yorio and Wachter, 2014). The in order to map the processes for recruitment
and selection process company focuses on following steps such as the first step is to formulate
the job description that focuses on stating the requirement and activities of the vacant job
position. Another step is to advertise the vacant job position in order to attract competent
candidate. After that authority monitoring the process will screen the candidate applications
those who have applied for the vacant job post (Loeppke and et.al., 2015). Through comparing
the job description and applications of applicants they would select the competent candidate for
the next level that is interview round. Conducting interview round will assist them in reviewing
the knowledge and skills that they possess in order to perform the activities and task of the
vacant job post. Thus, the last step within process is selecting the eligible candidate for the client
organization.
1.3 Evaluate output of the process and elements required to build quality gateway
Quality gateway is considered as the quality assurance procedure that mainly
concentrates on meeting all the specification that is required to satisfy their clients (Lundgren
and McMakin, 2013).
Figure 3: Elements of quality gateways
From the above diagram it is stated that there are mainly three elements that plays
significant role in building the quality gateway within the ABC Company. With the help of
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quality gateways company can easily measure and review their processes in order to attain
quality outcome in terms of qualified personnel for the client organization (Evans and Lindsay,
2012). The foremost element of building quality gateway is flexible environment or culture of
the organization. With the flexible culture operational manager can easily implement quality
systems within the processes so that it may results in gaining quality output. Another element
that is required to build the quality way in the process is enabling monitoring and controlling
activities that operational manager can easily build the quality gateway in their processes
(Gerhart, Craigen and Ralston, 2012). Therefore, operational manager of ABC Company can
evaluate the output of process through measuring the level of candidate that they select for their
client organization.
2.1 Plan to promote goals and objectives
The area of responsibility for ABC Company is to meet the requirement and demand of
their customers that is various organizations operating in the external environment. The main
goal and objective of ABC Company is to recruit the competent and qualified personnel for the
different client organizations (Goetsch and Davis, 2014). For promoting the goals the newly
appointed operational manager must focuses on planning various stages that is-
Figure 4: Stages in Planning
1. The first step in promoting the goals and objectives of ABC Company is defining the
objective of company that is the key objective is to recruit and select the qualified
personnel.
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Objectives

2. Another step within the plan is to devise the actions that will support the recruitment
company in selecting and recruiting the eligible candidate for their clients. The action
includes different steps that would assist in accomplishing and promoting their goals and
objectives.
3. Another step is to accumulate the resource that would require by the ABC Company to
meet their objectives (Maryska and Novotny, 2013). The resources mainly include skilled
manpower, high technological aid that would support the staff in hiring and screening the
competent personnel.
4. The last step in the plan includes implementation of defined actions with utilizing the
resources so that Recruitment Company can easily meet their goals of hiring the
candidate for their different client organization accordant with their requirement.
2.2 SMART objectives
In order to accomplish the significant objectives of the organization operational manager
focuses on framing the SMART objectives (Achtenhagen, Melin and Naldi, 2013). These are the
specific objective that focuses on the precise aim that is finished in the framed time period. The
SMART objective of ABC Company is as follows-
Figure 5: SMART Objectives
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 Specific- The specific objective of ABC Company is to increase the market share by
targeting 5 companies and recruiting candidate on behalf of the client organization within
the year.
 Measurable- Thus, the objective is measurable for ABC Company as the company
possesses adequate resources and financial budget that would support them in
accomplishing the specific objective (Forsgren and Johanson, 2014).
 Achievable- The objective is also achievable as the organization now a day’s prefer the
Recruitment Company for hiring candidate on their behalf as it reduces the additional
cost of the organization.
 Realistic- The stated objective is realistic in nature as the company possess highly skilled
manpower that assist in selecting competent and eligible candidate.
 Time period- The time period for accomplishing the objective is 1 year.
2.3 Implement appropriate systems for accomplishing the goals
There are different systems that must be implemented within the ABC Company so that
they can easily achieve the goals in efficient manner within the specific time period (Jaques,
2013). The different systems are enumerated as follows-
1. Quality control- In order to satisfy the quality standard within the ABC Company
operational manager must focus on implementing the quality control systems that total
management approach (Alvesson and Sveningsson, 2015). Through implementing this
system within the processes it support in accomplishing the goals with meeting the
organizational standard of quality that is meeting the requirement and specification of
their client organization. There are various organization existing in the external
environment that deliver recruitment and hiring solution to the other companies.
Therefore, implementing this quality control system will support in achieving the goals.
2. Time management systems- Another system that must be implemented within the citied
organization for accomplishing the goals and objectives in the efficient manner is through
enabling the time management system (Thornton, Ocasio and Lounsbury, 2012). With the
help of time management operational manager can easily prioritize the important and
urgent activity that need to be accomplish on the priority basis so that firm can easily
attain their objectives and goals within the specific or set time period.
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2.4 Work activities meeting operational plan through monitoring and controlling
With the help of monitoring and controlling operational manager of ABC Company can
easily manage and carry out their work activities and well as tasks in the effective and efficient
manner (Bahr, 2014). There are different ways through which the citied organization can easily
manage their work activities through monitoring and controlling these are as follows-
 Work breakdown structure- It is considered as the significant tool that support the ABC
Company in understanding their important and urgent tasks that need to be accomplish
for attaining the goals and objectives (Schwing and Albers, 2013). With the help of work
breakdown structure operational manager can easily breakdown the tasks and work
among the different department so that it results in accomplishing the goals within the
time period.
 Critical path analysis- Another tool is critical path analysis that basically concentrates on
accomplishing the key tasks and activities of the ABC Company so that they can easily
satisfy and meet the objective of their customers that is client organization (Li, 2014).
Under this method manager need to estimate the time period for each and every activity
under which it can be achieved.
TASK 2
3.1 Systems and standard for monitoring the quality standard
With reference to the ABC Company there are different quality systems and standards
that are designed so that operational manager can easily monitor the quality standard of their
outcome in terms of recruiting and hiring the candidate for the client organization (Yorio and
Wachter, 2014). The design systems to manage and monitor quality standards within the
company are as follows-
 Total quality management- With the help of designing total quality management system
manager can easily manage and monitor the quality standard as teams working within the
organization will render services in improving their processes and function so that they
can deliver proper solution to the client organization.
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 Quality assurance- Another system for managing the quality standard within ABC Company
is through designing the quality assurance department that will review and monitor activities
of the processes that hire and recruit the candidate for the client organization (Quality
management standards, 2016). The key role of quality assurance department is to assure that
company may avoid selecting the incompetent candidate for their clients.
3.2 Quality culture to ensure continuous monitoring, evaluation and development of the process
In order to ensure continuous monitoring, evaluation as well as development of the
process it is essential for ABC Company to demonstrate the quality culture. It will support the
firm in changing and evaluating the process that further assists in satisfying their client
organization (Loeppke and et.al., 2015). For the continuous monitoring, evaluation and
development of the process quality culture focuses on three factors that is-
1. Prevention: The foremost factor is prevention that enables proper and timely monitoring of
the activities and tasks that are performed by the ABC Company in order to meet the
requirement of their client companies.
2. Inspection: Another factor is inspection that is measuring and evaluating the processes so
that it may results in attaining the quality outcome (Lundgren and McMakin, 2013). The
quality culture for evaluating the process also support in ensuring proper management of the
activities and resources within the organization.
3. Correction: The last factor is development of process through correcting the process in order
to reduce the level of error in the selecting the competent candidate.
3.3 Recommendation for improvements which align with organization’s objectives and goals
The recommendation for improvement within the ABC Company is to implement the ISO
9001 that will support in aligning the resources and activities with the organizational objectives
and goals.
ISO 9001- The quality standard framed by the government is also essential for monitoring
the quality standard within the recruitment company. The ISO standard 9001 mainly focuses that
customers or client organization of the cited firm get dependable and consistent quality services
from the organization (ISO 9001 Quality Management System, 2016). Furthermore,
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implementing this international standard system within the ABC Company is beneficial in
enhancing the reputation of firm with reducing the error in selecting the competent personnel.
3.4 Wider implications of proposed changes within the ABC Company
In order to proposed the changes within ABC Company there are wider implication that
is implemented within the organization that is-
 Effective management- According to the scenario the company lack proper management
thus, it is essential to propose the management change within the ABC Company so that it
may enhance the performance of the company in the market (Evans and Lindsay, 2012). The
implication of proposed change within the ABC Company results in managing and
organizing the activities as well as resources in the effective manner that is would results in
accomplishing their desired outcome.
 Leadership style- Another wider implication of change within the ABC Company is that is
results in modifying and changing the leadership style (Gerhart, Craigen and Ralston, 2012).
With the change in leadership style it results in changing the overall culture of the
organization thus, it impact their processes.
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4.1 Carry out risk assessment within the organization
Figure 6: Steps of risk assessment
In order to carry out the risk assessment as required by legislation and regulation is that
company must focuses on series of steps that is-
 First step is determining the hazardous and risk area existing within the organization that
results in affecting the health and safety of their employees.
 Another step is assessing the risk level to the businesses and employees so that operational
manager of ABC Company can plan to reduce the risk level to avoid deficit (Oakland, 2014).
 Another step is to plan activities so that company can easily reduce the risk level.
 Last step in the risk assessment is to review the devised plan that it has reduced the risk level
from the organization or not.
4.2 Health and safety regulations and legislation applicable in the specific work situation
ABC Company must focuses on the different health and safety regulations and legislation
as different legislation is applicable in the specific work situation. For instance; in order to
protect the health and safety of their staff company must implement the health and safety act
within the premises (Goetsch and Davis, 2014). With the health and safety measures they would
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provide the aid and equipment that would protect the health of staff that is staff mainly focuses
on performing the computer work for selecting the candidate. Therefore, under the health and
safety act they would provide glasses for protecting the eyes of their employees. Welfare act is
also applicable in the work situation as through welfare act it would assist in providing the rest
room for their staff so that they can enhance the welfare of their staff.
4.3 How to carry out systematic review of organizational health and safety policies
There are different ways through which operational manager of ABC Company can
systematically review their health and safety policies (Maryska and Novotny, 2013). The different
ways are as follows-
 Assessing level of risks and hazards: The foremost way of reviewing the health and safety
policies is to assess the level of risks within the premises. If the risk has been reduced from
the organization then it would results in lowering the accidental and hazardous activity from
the premises (Achtenhagen, Melin and Naldi, 2013). On the other hand, if the accidental rates
are higher within the company then it results in ineffective health and safety policies in the
premises.
 Measuring the incident occurs within the ABC Company: Another way through which
manager review the effectiveness of health and safety policies is measuring the incident level
as risk is associated with the incident.
4.4 Practical application of health and safety policies and procedures in workplace
In order to ensure the health and safety of their staff and employees ABC Company
manager must focuses on the practical application of health and safety policies in the workplace.
With the help of practical application of the policies and procedures within the workplace it
benefits the organization in managing and protects the health of the employees (Kumar and
Yakhlef, 2016). In addition to this, it also benefit the ABC Company in maintaining health and
safety legislation within the workplace that support the employees to get committed towards the
organization and render adequate service in order to meet the requirement of their client
organizations. Furthermore, it is also necessary for the organization to focus on the health and
safety legislation that would assists in rendering quality services to their employees in terms of
providing them comfortable environment.
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Moreover, the practical application of health and safety legislation also results in
reducing the level of hazard and risks within the premises (Forsgren and Johanson, 2014). The
risk level affects the activities of employees and staff that further results in avoiding the selection
of wrong and incompetent candidate for the client organization.
CONCLUSION
The aforementioned report has concluded that managing business activities play significant
role within the premises that assist in accomplishing the stated proposes within the time-frame.
Furthermore, it has also stated that organizational structure and culture also plays vital role in
managing the activities in the hierarchical manner so that it may results in performing according
to the requirement of their client organization. It has also summarizes that for achieving the
desired results it is essential for the company to design and implement the various quality
systems so that they can maintain standard within their processes. In order to ensure the health
and safety of their staff and employees ABC Company manager must focuses on the practical
application of health and safety policies in the workplace. Moreover the report has also
recommended that for improvement within the ABC Company they must implement the ISO
9001 that will support in aligning the resources and activities with the organizational objectives
and goals.
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REFERENCES
Books and Journals
Achtenhagen, L., Melin, L. and Naldi, L., 2013. Dynamics of business models–strategizing,
critical capabilities and activities for sustained value creation. Long range planning. 46(6).
pp.427-442.
Alvesson, M. and Sveningsson, S., 2015. Changing organizational culture: Cultural change
work in progress. Routledge.
Bahr, N. J., 2014. System safety engineering and risk assessment: a practical approach. CRC
Press.
Evans, J. and Lindsay, W., 2012. Managing for quality and performance excellence. Cengage
Learning.
Forsgren, M. and Johanson, J., 2014. Managing networks in international business. Routledge.
Gerhart, S., Craigen, D. and Ralston, T., 2012. Experience with formal methods in critical
systems. High-Integrity System Specification and Design, pp.413.
Goetsch, D. L. and Davis, S. B., 2014. Quality management for organizational excellence.
pearson.
Jaques, E., 2013. The changing culture of a factory (Vol. 7). Routledge.
Kumar, N. and Yakhlef, A., 2016. Managing business-to-business relationships under conditions
of employee attrition: A transparency approach. Industrial Marketing Management.
Li, W., 2014. Risk assessment of power systems: models, methods, and applications. John Wiley
& Sons.
Loeppke, R. R. and et.al., 2015. Integrating health and safety in the workplace: how closely
aligning health and safety strategies can yield measurable benefits. Journal of
Occupational and Environmental Medicine. 57(5). pp.585-597.
Lundgren, R. E. and McMakin, A. H., 2013. Risk communication: A handbook for
communicating environmental, safety, and health risks. John Wiley & Sons.
Maryska, M. and Novotny, O., 2013. The reference model for managing business informatics
economics based on the corporate performance management–proposal and
implementation. Technology Analysis & Strategic Management. 25(2). pp.129-146.
Oakland, J. S., 2014. Total quality management and operational excellence: text with cases.
Routledge.
Schwing, R. C. and Albers, W. A., 2013. Societal risk assessment: how safe is safe enough?.
Springer.
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Thornton, P. H., Ocasio, W. and Lounsbury, M., 2012. The institutional logics perspective: A
new approach to culture, structure, and process. Oxford University Press on Demand.
Yorio, P. L. and Wachter, J. K., 2014. The impact of human performance focused safety and
health management practices on injury and illness rates: Do size and industry
matter?. Safety science, 62. pp.157-167.
Online
ISO 9001 Quality Management System. 2016. [Online]. Available through <
http://the9000store.com/what-is-iso-9001-quality-management-system.aspx>. [Accessed on
3rd June 2016].
Quality management standards. 2016. [Online]. Available through <
https://www.nibusinessinfo.co.uk/content/what-are-quality-management-system-standards>.
[Accessed on 3rd June 2016].
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