Managing People in Facilities Management

This report discusses the various approaches to workload planning and work allocation, recruitment process, selection criteria, strengths and weaknesses, and recommendations for change in facilities management. It focuses on Knight Frank, a property consultation agency, and its strategies for managing people in facilities management.

Managing People in
Facilities Management

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
1.1 Identification of various approaches to workload planning addition to work allocation......1
1.2 Evaluation of effectiveness in context of an enterprise’s overall strategy............................2
2.1 Evaluating extent to which an enterprise’s process enables Facilities Management for
recruiting right people with right skills, experience and approach for the role...........................3
2.2 Analyse along with development of selection criteria for ensuring right people are
recruited in facilities management...............................................................................................4
2.3 Analysing strengths and weaknesses in recruitment process along with making
recommendations for change.......................................................................................................5
3.1 Analysing appropriate theories, principles addition to practices for motivating and
retaining staff...............................................................................................................................6
3.2 Application of appropriate theories, principles and practices for motivating and retaining
staff along with reviewing their effectiveness.............................................................................7
3.3 Evaluating application of dynamics of reward and recognition in facilities management
function........................................................................................................................................9
3.4 Evaluating the extent to which they are successful.............................................................10
3.5 Analysing ways for developing staff...................................................................................11
3.6 Analysing ways for promoting learning culture within an organisation.............................11
4.1 Analysing reasons related to which staff leave and reviewing implications.......................12
4.2 Investigating application of succession planning including its benefits..............................13
4.3 Investigating skill transference with working environment including benefits...................13
4.4 Evaluating effectiveness of disciplinary along with grievance procedure in an organisation
...................................................................................................................................................14
5.1 Application of principles of staff monitoring along with performance appraisal in context
to facilities management............................................................................................................15
5.2 Analysing their impacts on productivity addition to recruitment costs...............................15
5.3 Analysing methods used for improving team as well as individual performance...............16

5.4 Explaining the ways in which training and development is used for supporting
improvement in performance.....................................................................................................17
6.1 Analyse of different communication methods for distinct situations..................................17
6.2 Review of effectiveness of communication methods in range of different situations.........17
7.1 Analyse of extent and causes of work related stress............................................................18
7.2 Proposing ways for creating organisational culture which will minimise stress levels......18
7.3 Explaining ways to manage own as well as staff stress issues............................................19
8.1 Analysing and evaluating implications along impacts of legislations relating to
employment upon the company.................................................................................................20
CONCLUSION..............................................................................................................................21
REFERENCES..............................................................................................................................22

INTRODUCTION
A professional management disciple which majorly emphasises on managing along with
maintaining facilities within business is defined to facilities management. The facilities are
organisational physical resources, mechanical or electrical utilities and official complex that may
cause safety hazards to people of company. The present report is all about Knight Frank which is
property consultation agency which provides bespoke services, support and strategic advices to
large multisite clients, lending institutions, private property owners and other concerned parties
(Knight Frank, 2020). Its headquarters are established at Dublin, Ireland.
The report highlights various approaches related to workload planning together with
work allocation, development of selection criteria, strengths and weaknesses in recruitment
process, analyses and application of suitable theories, practices and others for motivating as well
as retaining staff. It further analyse ways for developing staff and promoting learning culture
within the company. Moreover, the report also covers reasons due to which staff leaves,
application of succession planning, evaluation of disciplinary and grievance procedures,
principles to monitor and appraise staff, methods for improving performances of team and
individual, different communication methods for distinct situations, causes of work related stress
and impacts of legislations associated with employment on the business.
MAIN BODY
1.1 Identification of various approaches to workload planning addition to work allocation
Workload planning is defined to the way for keeping organisational team busy along with
productive (Adamou, 2017). Successful workload planning is essential in an organisation in
order to manage people and practices for attaining set objectives. It requires proper determination
of available resources, understanding of business priorities and resources mapping. In case with
Knight Frank, workload planning approaches that are used by managers to effectively plan
workload for its employees are as follows:
Scenario planning: It is the workload planning approach through which managers of
company for making flexible plans in which employees are engaged with work effectively. With
this approach, administrators of Knight Frank plans workload by considering the proportion of
activity units to be achieved, recorded as well as measured. This helps in equally sharing
workload among all the employees resulting in enhancement of workload balance.
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Demand forecasting: It is another approach of workload planning in which future demand
for products or services of company are forecasted and accordingly current workload are planned
in proper manner. It is a kind of future activity wherein managers of Knight Frank estimates
desired number of skills and talents required for completing workings to meet demand of clients
in real estate industry. It positively impacts on labour turnover as proper workload plan creates
lesser disputes that motivate employees to work with the company and improve its business
efficiency.
Work allocation is aid to delegating workings to group members in the manner which
makes effective utilisation of available resources with entity. It is the way in which
responsibilities and workloads associated with work are distributed between distinct individuals
as well as units of company for performing portions or own parts of common work. Facilities
managers of Knight Frank use the following work allocation approaches to complete tasks on
defined duration:
Planned and equitable approach: The work allocation approach in which tasks are
allocated fairly as well as appropriately as per the proper planning (Ahmed and et.al., 2017). By
using the approach, facilities manager of Knight Frank allocates workings among team members
in fair and equitable manner through devising plans and communicating workings to all.
Reactive and equitable allocation: The approach that seeks to allocate fairly as per
identified workings at organisation. Through this approach, managers of Knight Frank allocate
tasks in fair manner as soon as they identify the workings from clients.
1.2 Evaluation of effectiveness in context of an enterprise’s overall strategy
Workload and work allocation approaches have huge role in achieving effectiveness of
overall business strategy. The main mission of Knight Frank is to deliver best and high quality of
services addition to facilities which are suitable for cost effective and meets present with future
needs of all clients. In context to Knight Frank, its overall strategy is based on growing market
share year on year trough reinforcing the reputation of selling best in class property and
maintaining relations with globally recognised brand with best possible people. It has been
evaluated that the entity through using the approaches related to workload planning together with
allocation of work achieve success in retaining motivation of staff and providing personalised,
measured addition to clear advise as per the foundation of trust, loyalty as well as respect.
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For attaining the goals, Knight Frank has devised a system in conveying, computing and
monitoring service delivery that meets satisfaction of its large multi site clients. Furthermore,
information technology platform is the system which is constantly utilised for training and
development of employees along with planning workload and allocating them among its entire
people. It has restricted time limit to complete particular working. At same time, it is also
evaluated that the approaches effectively help in meeting targets and solving customer lodge
complains in order to provide services and facilities as per desired expectations of each client.
The approaches are significant to boost productivity of all its employees and also completing
workings promptly and effectively among facilities team of the company (Bamel, Paul and
Bamel, 2018).
2.1 Evaluating extent to which an enterprise’s process enables Facilities Management for
recruiting right people with right skills, experience and approach for the role
Recruitment is described as the procedure that assists in identifying and attracting pool of
candidates for evaluating employment. All companies have some defined recruitment process
that assists facilities managers to recruit suitable person with right skills, knowledge, interest and
experience for the unpaid role. In context to Knight Frank, the recruitment process of the
enterprise that enables facilities managers in attracting suitable candidate for the role of assistant
facilities manager is as follows:
Recruitment planning: It is the first step in which planning is done through analysing
vacant job position in the enterprise and then preparing comprehensive job draft (Beard, 2016).
In case with Knight Frank, human resource department analyses that position of assistant
facilities manager is vacant in the department and with consultation to facilities managers, job
draft for the role is prepared which comprises job specifications, nature of work, experience
required and many more.
Strategy development: In this stage, strategies for recruiting candidate are developed for
performing further activities to recruit right candidate with required experience, skill and many
more. In this stage, human resource manager of Knight Frank keeps in mind various strategic
consideration including make or buy manpower, recruitment methods and sources, geographical
area and hence forth.
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Searching: After preparing strategy, the next is initialising search for prospective
candidate. In this, managers of Knight Frank use effective methods and sources of recruitment to
search the candidate that have potentials to fill the vacant role of assistant facilities manager.
Screening: It is the stage of short listing received application of candidates to select one
with right skills and experience for the unpaid role. In this step, human resource manager
involves facilities managers wile screening application so that qualified candidate is selected for
the unpaid role.
Evaluation and control: It is said to be the last phase of recruitment process in which
validity along with effectiveness of entire process addition to methods which are used are
properly assessed. It is crucial stage for Knight Frank as the managers have to check outputs in
context to cost incurred.
As per the process, it is evaluated that recruitment process is lengthy and costly procedure
because of involvement of huge recruiters, advertisement costs, price paid for outsourcing and
rime spent by human resource department while recruiting right candidate with right skills,
experience and knowledge for role of assistant facilities manager in Knight Frank.
2.2 Analyse along with development of selection criteria for ensuring right people are recruited
in facilities management
Collecting along with evaluating information related to a person with the objective of
extending an employment offer is said to selection (Beezhold, Bendi and Pinto da Costa, 2016).
When organisation recruit suitable candidate having required skill, competence, potential,
knowledge and interest in the unpaid role then further selection criteria begins. In case with
Knight Frank, it has been analysed that human resource manager has recruited the candidates for
job role of assistant facilities manager. For ensuring right people are recruited for the job role in
facilities management, the selection criteria for Knight Frank is as developed:
Initial screening: At this stage, managers of company screen the applications of recruited
candidates. Human resource managers of Knight Frank after consultation with facilities
management only selects the candidates who qualify the criteria as defined by screening
committee.
Employment test and interviews: After initial screening and eliminating unsuited
profiles, the next is employment test along with interviews. Managers of Knight Frank conduct
various employment tests including aptitude test, personality test, intelligence tests and many
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more to check abilities of recruited candidates to ensure right selection. Further, the candidates
who pass the tests with good grades are called for employment interview. It is done for gathering
more information about the candidates through direct or indirect ways of interviews.
Reference checking: Prior to selecting prospective candidate for the job role, it is
necessary to look out referees that are given by candidate. Managers of Knight Frank checks
reference through candidate past records, police record and so on.
Final selection: After completing all the stages, the suitable candidate is selected for the
job role. Human resource department of Knight Frank appoints the right candidate through
issuing appointment letter.
With the selection criteria, managers of Knight Frank ensures that prospective candidate
that recruited for unpaid role of assistant facilities manager is suitable for the role in facilities
management.
2.3 Analysing strengths and weaknesses in recruitment process along with making
recommendations for change
Successful recruitment process assists organisational managers to attract profound fit of
talents. Strengths along with weaknesses of the procedure might results in direct bearings on
abilities of employees for attaining business goals. In case with recruitment process adopted by
managers of Knight Frank, its strengths and weaknesses are as follows:
Strengths of recruitment process:
 Recruitment process of Knight Frank has strength of better quality hires. The human
resource and facilities managers are in under pressure to recruit best candidate that can
serve company with valuables. This is solved by the recruitment process through
sourcing large pool of candidates and making effective hiring decision (Biemans, 2018).
 Reliable and transparent stages to recruit people is another strength of recruitment
process of the entity as it meets ends by uncomplicating entire process and making it
transparent and consistent.
 Cost effectiveness in also strength of recruitment process adopted by Knight Frank as it
is carried out by managers and departmental heads which incurred limited expenses and
these people hold proper accountability to recruit prospective candidate for the vacant
role.
Weakness of recruitment process:
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 Recruitment process adopted by Knight Frank has weakness of not always efficient to
attract right candidates. To recruit people, different sources and methods are required in
different manner.
 Communication gap is other weakness related to recruitment process used at Knight
Frank as facilities management may have own ways to search prospective people while
human resource management may have other ways. When the departments fails in
making each other understand what they wants and searches wrong candidate this creates
huge hurdles for company.
Recommendations for change
Human resource department of Knight Frank is recommended to make certain changes in
the recruitment process through considering what departments want. Moreover, it is also
recommended to clearly define conditions along with terms of jobs in context to benefits, pay
and other relevant things that attract good candidates for unpaid role. Furthermore, it is also
advised to the human resource department that it should properly communicate with the
departmental manager prior and while recruiting people so that suitable person is hired for
workings (Bititci, 2016).
3.1 Analysing appropriate theories, principles addition to practices for motivating and retaining
staff
Motivation is significant factor that influence behaviour and performance of an individual
and assist managers to retain its staff through suitable practices and theories. In context to Knight
Frank, certain theories, practices and principles that can help the entity for motivating together
with retaining its manpower are as analysed:
Theories
The theories of motivation that stimulates managers to retain its talents are as follows:
 Maslow’s need hierarchy theory: As per Maslow, different needs of an individual are
put into ladder which determines most pressing needs. Within the pyramid, it is seen that
lower layers are deficiency needs and the order of needs in pyramid includes
physiological or basic needs, safety needs, social needs, esteem needs and self
actualisation need. When organisational managers are able to meet the needs in logical
order then there are great chances to motivate the employees and retaining them with
company for longer duration.
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 Herzberg Two factor theory: It has been analysed that absence of hygiene factors
including fringe benefits, interpersonal relationships, working conditions etc results in
dissatisfaction among staff (Bouten-Pinto, 2016). However, motivational factors such as
job itself, meaningful work, achievement feelings, growth opportunities etc causes job
satisfaction and assist leaders to retain the talent.
Principles
Certain principles of motivation that leads to stimulate people and retaining staff are as
analysed:
 Motivation is dynamic rather than static: The principle states that motivation is the
aspect which never remains same at any particular time (Amaral, 2013). Moreover, it is
always evolving which changes for multiple reasons and stimulates staff to work with
company for longer period.
 Motivation is influenced by number of factors: As per the principle, internal factors
including thoughts as well as emotions influences motivation among individual. At same
time, external factors such as friends, family and culture also influences motivation
within organisational people and retaining talents.
Practices
Certain motivation strategies which organisational managers can put into practice for
retaining staff are as analysed:
 Regular feedbacks: An employee is motivated when they receive regular feedbacks for
their workings (Boyle and Michell, 2017). To motivate and retain talents with company,
it is important to give them positive feedbacks on regular basis.
 Training and development: The practice enhances knowledge and skill set among
employee that improves level of motivation for performing the things that they do not
want to. Moreover, this practice is also helpful for retaining people through enhancing
their knowledge and proving them growth opportunities.
3.2 Application of appropriate theories, principles and practices for motivating and retaining staff
along with reviewing their effectiveness
Each manpower is unique in their working and the factor that motivates one person is not
same for other. It is responsibility of organisational manager and superiors to search what works
well to motivate an employee and retain then in team with transparent addition to equitable
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manner. In this context, following are application of suitable theories, practices and principles in
Knight Frank that can motivate along with keep staff in working:
Theory:
 Maslow need hierarch theory: By applying the theory, employers of Knight Frank are
able to meet all types of needs of its employees in hierarchical order. For instance,
providing shelter, clothing and other necessities of life meets physiological needs. Once
fulfilment of this need, the other need that is safety need arises which is meet through
providing job security along with protection from accidents. Managers of the company
meet social needs of its employee through organising gatherings and social interactions.
Further, esteem needs are met through providing self respect, achievements,
independence to works etc which motivate staff to huge level. When particular need is
fulfilled by facilities managers of Knight Frank at prompt time then it keeps their
workforce in employment. The effectiveness is review of the theory is measured through
improved morale level and reduction in turnovers of company.
 Herzberg motivation theory: Factors that satisfies employees the most are used by
managers of Knight Frank to motivate and keep employee working with company. With
application of the theory, managers are able to recognise what factor results in job
satisfaction and what causes dissatisfactions. Superiors of the organisation focuses
majorly of satisfaction or motivational factors including work recognition, employee
growth, type of work, advancement etc which keep its manpower engaged with
employment (Butcher, 2016). Also, changes in hygiene factors including work
environment, company policies, supervision etc are done n the manner that keep
employee with current working.
Principles:
 Motivation is dynamic despite of static: Supervisors of Knight Frank applies the
principle in working through changes the workings and business environment in the
manner in which employee feels motivated. They discover necessary things and
implement changes that make its staff motivated are retained with it. the effectiveness of
the principle is reviewed through job performance results after implementing change.
 Motivation is influenced through multiple factors: In order to motivate and retain key
talent, departmental heads of Knight Frank uses internal along with external factors into
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consideration that results in achieving successful outcomes. They review the
effectiveness through improvements in morals of employee along with reductions in
employee absenteeism.
Practices:
 Training and development: Divisional managers of Knight Frank trains and develops
ways of working of each employee through application of methods including on the job
and off the job methods that stimulates employees to work effectively and keeps them
with business. Job performance statistics shows the level of improvements in workings of
employee that effectively shows level of motivation of the workers performing actions.
 Regular feedbacks: In Knight Frank, feedbacks to employees are given regularly on the
basis of employee performance and client feedbacks that motivate workers to stimulate
workings in effective manner. Moreover, managers uses 360 degree system for giving
feedbacks to employee and this retain them for longer duration as it effectively makes
them feel part of business.
3.3 Evaluating application of dynamics of reward and recognition in facilities management
function
Extrinsic and intrinsic motivation plays crucial function in motivating staff members in
workplace. It is seen that various employees get confused among recognition and reward. As per
Carty (2017), reward is physical or financial benefit given to a person when performing at
desired level. However, recognition is defined as psychological benefit that is given to an
individual after occurrence of particular behaviour. In facilities management function of Knight
Frank, managers reward employees on the basis of their performance and contribution in meeting
deadlines. At same time, various recognition programmes including employee of month, annual
report etc are also organised by the entity that features accomplishment of staff and
organisational recognition boards. By applying of rewards and recognition within facilities
management of Knight Frank, following are some of evaluated results:
Benefits:
 Rewards and recognition engages people with work and make them more productive and
proactive for performing good job (Kelly, 2018). When managers of Knight Frank
appraises and rewards effectors of manpower, then it benefits in enhancing productivity
of them and making them proactive for future.
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 Rewards and recognition also benefits in retention of employees and improving their
morale to achieve business and individual objectives. Provision of rewards and
recognition gives staff members a tangible reason for staying.
Limitations:
 Rewards and recognition in facilities management have chances for creating favouritism
environment that causes de-motivation among employees which are not rewarded as per
their expected level. This increases or gives employees effective reason to leave the
employment.
 Rewards and recognition makes one person happy and at same time others unhappier. In
relevance to Knight Frank, all manpower are dear to it and are its key assets. However,
giving recognition and rewards to one employee can cause discord as well as harbour bad
feelings to others that de-motivates them to perform high level actions.
3.4 Evaluating the extent to which they are successful
According to Cobbinah (2017), various business have recognised the attained competitive
edge through giving effective recognition together with rewards to employees. It is analysed that
there is direct linkage among engaged staff members and satisfied customers along with satisfied
clients and profitability of entity. When an employee shows ability for developing self within
Knight Frank, facilities management supports them to fullest. While receiving desired financial
or non financial rewards and recognition for working, it benefits organisation and employee to
perform duties as well as additional responsibilities. Moreover, success of recognition together
with rewards in business is determined by the abilities of facilities management for willingly
encourage actions and procedures which not only motivates staff members but also to the
employers or departmental heads.
In contrary, according to Common, Flynn and Mellon (2016), frustrations and depression
sets in at the time when employees feels that their efforts and contributions are not recognised or
appreciated even if they makes harder efforts in entity. Moreover, success of rewards and
recognition are also seen in completing of workings as per defined criteria in effective manner
that makes clients happy and attainment for business goals. Rewards and recognitions allow staff
members to enhance their experience and seniority to meet individual and organisational
objectives within determined duration.
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3.5 Analysing ways for developing staff
Successful performance management is key for individual employee along with
organisation for ensuring accomplishment of objectives effectively and efficiently. Development
is said to a learning opportunity that is specifically designed for employees to help them in
growing as per the emerging trends in career. Some of the ways that are adopted by facilities
management of Knight Frank for developing staff are as analysed:
Coaching: It is one of effective employee development method in which supervisor and
employee interacts on daily basis in which necessary advises are given by coach to employees
that develops their knowledge for workings (Crawley, 2016). In context to Knight Frank, site
managers acts as coach for the employees and develops their ways to perform actions through
giving positive feedbacks for contributions and bringing performance issues into considerations.
Training: Facilities management of Knight Frank uses internal along with external
training methods for developing employees to fullest. For example, internal training sessions are
organised by human resource management as per needs of employees so to train them in
particular workings. At same time, external trainers are also hired for the same purpose.
Project management addition to work experiences: Employees in company are also
developed through allotting them task for self management as well as opportunity for trying new
things in business without altering existing responsibilities. Within Knight Frank, managers
develop employees through giving them tasks or project that enhances their experience as well as
knowledge in the field.
3.6 Analysing ways for promoting learning culture within an organisation
Learning culture is the business environment wherein group of people within workplace or
other location rends to learn as well as pass on information among each other. The main
objective of promoting learning culture is to encourage learning along with understanding
significance to develop an individual, team and entire business. Knight Frank is one of learning
entity in which employers makes huge sacrifices for accepting attitudes, practices along with
values which support ongoing learning for employees (Wells, 2016). Certain ways through
which facilities managers of Knight Frank promotes learning culture within different working
areas are as analysed:
Discussing development regularly: It is one of key for ensuring learning is component of
regular conversations about workings and performance among manager and employees. In
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Knight Frank, managers promotes learning culture through having conversation with employees
for sharing information about workload, personal development progress along with workplace
issues. This creates a favourable and comfortable working environment for manpower and helps
them to work with huge efficiency.
Creating time for learning: To promote a learning culture, it is necessary to create time
for employees in which they invest efforts in learning and development. In Knight Frank,
managers promote learning environment through putting learning directly into mission and
vision statement of the entity which makes employees more confident about needs to learn or
develop themselves.
4.1 Analysing reasons related to which staff leave and reviewing implications
There are various reasons for which staff leave or quit their jobs. Knight Frank is a well
popular real estate agency in which large number of employees work for employment. Some of
the common reasons analysed due to which staff of Knight Frank makes decision to leave the
company are as follows:
Poor management: In an organisation, when employees feels that managers are uncaring
and unprofessional then they makes decision to leave the business (Dalcher, 2018). In context to
Knight Frank, when managers puts employees at wrong job positions or puts lot of pressure on
manpower then staff leaves the business without any information.
Limited or no growth opportunities: Upward mobility is significant for all employee as
well as career stagnation. When employees of company feel that opportunities for advancements
are not available to them they leave the employment as soon as possible.
Out dated organisational policies: Organisational policies are also essential factors that
stimulated employee to leave or remain with organisation. It has been analysed that policies of
Knight Frank fails to address concerns of its employees promptly which leads to frustration and
decision for leaving the enterprise by an employee.
From the reasons, it has been reviewed that decision of employee to leave the company
generally implies negatively on business that is Knight Frank. It is because when employees
leave the company then it causes huge problems to complete working as per schedule and meet
clients deadline. Moreover, the implication of decision is also seen on shadowing, mentoring,
personal development plans and open recruitment policy.
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4.2 Investigating application of succession planning including its benefits
Succession planning is said to the process of planning for business future in context to
searching someone capable to replace key talents. With the help of succession planning,
organisational managers recruit superior employees, provide training to them, develop their
abilities, knowledge as well competence in order to prepare them for upcoming challenging roles
(Denhardt and Et. Al., 2019). Beside training and development programs, the concept comprises
of prerequisite of practical adapted work experience which is relevant for future key roles. With
application or having succession planning in place assist success of Knight Frank as the
employees identified in plan by facilities manager will be responsible to ensure organisation is
able for tackling or dealing with future challenges. In this, managers select high potential people
having competence to manage future roles and them provide them training and development that
enhances skills and potentials required for upcoming business environment. The benefits that
succession planning has on business that is Knight Frank are as follows:
 Staff motivation: Effective succession planning enhances employee motivation and
morale in organisation. When managers of Knight Frank gives workers chances to train
as well as apply more rewarding along with challenging roles then it leads to
enhancement of staff motivation.
 Lowers hiring expenses: Succession planning is all about recruiting internal people and
developing for tomorrow. When employees for future role in company are selected from
within available people then it results in limited hiring expenses and spending less time in
the process.
4.3 Investigating skill transference with working environment including benefits
Skill transference is said to the ability of a person to adopt an acquire knowledge and
competence in another position. Moreover, it is the concept that explains about competencies
usage in performing particular working is used in different job. Certain examples related to skill
transference in context to Knight Frank are as investigated:
Leadership and team management: In a working environment, effective leadership along
with management comprises of taking charge as well as motivating others with the hope of
attaining common goals of individual, team together with business. Leadership as well as team
management skill in Knight Frank benefits in effectively managing groups, divisions and
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delegating responsibilities for variety of tasks. Along with this, it also benefits the entity in
planning, coordinating, solving problems, resolving conflicts and executing decisions on time.
Data analysis: When organisation has people who are effective in analysing data is one of
effective skill transference example for various workings (Dweck, 2016). From recognising
patterns to understanding metrics of customers, the skill transference ability benefits facilities
management of Knight Frank to evaluate available information and data effectively that
contributes in various workings in business.
In modern era, organisations have people with huge transferable skill which benefits in
carrying out distinct types of roles or jobs at same time. It also benefits in having pool of talents
and enhancing capabilities of staff for different responsibilities.
4.4 Evaluating effectiveness of disciplinary along with grievance procedure in an organisation
Disciplinary as well as grievance procedures are the concepts which deal with difficulties
and complexities that might grow in working relationships among employers and employees. In
an organisation, it necessary to treat all people in same manner in similar circumstances so that
all the grievances are resolved fairly and logically by accommodating current procedures. In
Knight Frank, the disciplinary and grievance procedures are required in effective manner are as
evaluated:
 Providing suitable actions: With effective procedure of discipline and grievance,
managers of Knight Frank are able to solve the complaints or issues that employees have
related to working or others.
 Recognising difficulties: Processes of discipline along with grievance helps
organisational managers to recognise the difficulties of all its employees for obtaining
required standards in additional support, training requirement, limited clearance of work
requirements in order to take suitable actions effectively (Edgell Sr, 2019).
 Protect employees: Disciplinary and grievance procedures also protect employees
through assisting and encouraging improvements in their working. In context to Knight
Frank, aim of the procedures is to stimulate staff members in making various
improvements in workings and protect their job and also provide limits to them.
In a company like Knight Frank, effectiveness of grievance and disciplinary procedures are
evaluated through policies which brings betterment in employees conduct. Through the
processes, facilities managers increases efficiency, solves conflicts and provide job security to all
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staff members. In contrary, these procedures are not appreciated by employees and also cause
reduction in morale when timely decisions are not taken b y managers about issues or grievances
that are faced by its key people.
5.1 Application of principles of staff monitoring along with performance appraisal in context to
facilities management
These principles are-
Setting expectations- It is important for the managers that they set particular
expectations from their staff (Ahmed and et.al., 2017). These can be in the form of qualitative or
quantitative targets. Thus Knight Frank’s managers are required to set expectations.
Continuous monitoring of performance- It is necessary for the managers that they are
able to continuously monitor the performance effectively and efficiently. Therefore the managers
of Knight Frank should do this.
Development of capacity to perform- It is essential that the managers are able to
develop the capacity to perform in their staff (French and Rees, 2016). The management of
Knight Frank should be able to develop this capacity in their staff.
Periodical rating of performance- For the organizations, it is important they are able to
periodically rate the performance of their employees. The managers of Knight Frank should do
this by using different types of techniques so as to regularly assess the performance of the
employees.
Rewarding good performance- It is necessary for the firms to make sure that they are
able to reward the good performance. The management of Knight Frank should be able to reward
the good performance because this will ensure that the employees work effectively and
efficiently towards the achievement of the required goals and targets of the organization which
will lead to optimum performance and obtaining a much-required strategic edge within the
market without any problems and issues in the future time period.
5.2 Analysing their impacts on productivity addition to recruitment costs
There is an impact which is created by the productivity and recruitment costs. This is explained
as follows-
 Boost-up of productivity- There is a requirement of making sure that the productivity
level is boosted (Boyle and Michell, 2017). If the managers of Knight Frank invest
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substantial amount on productivity and recruitment then this will make sure that the level
of productivity in the organization increases.
 Skilled workers- Skilled workers are required by every organization. If the managers of
Knight Frank increase their productivity and recruitment costs then this will lead towards
hiring of skilled workers which will help in achievement of goals and objectives.
 Increase in capabilities- If there is an increase in the productivity and recruitment costs
by the organization then it will naturally lead towards an increase in the capabilities.
Therefore in the context of Knight Frank this is required to ensure that the workers’
capabilities are increased so that it may benefit the organization in the long-run.
 Increase in overall skills- It is important to boost the expenditure on productivity and
recruitment because this will result in an increase in the overall skills. Thus in the context
of Knight Frank this is quite essential because this will lead towards increase in the
overall skills of the employees thus contributing positively towards it achieving
sustainable level of success in the market in the future time period and also to make sure
that the workers are able to achieve the organizational goals and objectives.
5.3 Analysing methods used for improving team as well as individual performance
There are various methods which can be used for the purpose of improvement of performance.
These are as follows-
Training- By providing training to the workers their performance can be improved
effectively and efficiently (Pärn, Edwards and Sing, 2017). This will make sure that they are able
to achieve their individual goals and objectives as well as the organizational ones also. Thus
Knight Frank’s managers should concentrate on providing training to the workers.
Identification of problems- There are certain problems which the employees might be
facing in a company which may be hindering their performance. Thus it is required that the
workers are able to identify the problems so that the work can be done effectively and efficiently.
The managers of Knight Frank are required to try at their utmost best to solve the problems of
workers so that they can contribute at their full potential to the company.
Enhancement of skills- The skills of the employees in an organization can be enhanced
if the right steps are taken for it. Therefore for the manager of Knight Frank it becomes highly
necessary that they are able to enhance the skills of workers using the correct techniques so that
the workers are able to realize their full potential.
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Performance management system- By using a performance management system the
managers of Knight Frank can make sure that they can manage the overall performance of the
company. Therefore for the managers of the company it becomes essential to use this system.
5.4 Explaining the ways in which training and development is used for supporting improvement
in performance
Training and Development can be used for improving performance in the following ways-
 Identification of problem areas- Training and Development in a company can facilitate
the identification of problem areas for the company. Therefore, for the managers of
Knight Frank it is highly necessary that they are able to identify the problem areas so that
right approach can be taken for solving them for optimizing the performance.
 Increase in motivation- Attending of Training and Development sessions by the
employees of the company can lead towards an increase in their motivation level. This
helps in making sure that the workers of Knight Frank are able to work at their full
capacity to achieve the required goals as well as targets in the future time period without
facing any kind of problems as well as issues. Thus this will lead towards organizational
development in the future time period (Furnham and Treglown, 2017).
 Acquiring new skills- Training and Development sessions are productive for the
employees as they help them in acquiring of new skills. Thus in this way they are helpful
for the workers of Knight Frank.
 Creativity & Innovation- Creativity & Innovation can be facilitated through training
and development sessions for employees of an organization (Stark, 2016). Therefore, for
managers of Knight Frank it is highly essential that they improve these skills in
themselves which will result in benefits for the company as it will be able to acquire a
much-needed strategic edge in the market.
6.1 Analyse of different communication methods for distinct situations
In an organisation, communication is very necessary for sharing all the crucial information
within the workplace. There are various ways to communicate and each of the way plays a
crucial role in Information sharing. In different situations, different methods of communication
are utilised accordingly. Some of the methods of communication used by management of Knight
Frank in the particular situation are mentioned below:
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Verbal communication: in this type of communication, the use of language is made to
communicate information by sign language or speaking. It is the most common type of
communication that manager of Knight Frank is utilised during video conferences, presentations,
meetings, one to one conversation and phone calls to communicate crucial information to others
(Furnham and Treglown, 2017).
Nonverbal communication: in the type of communication, the use of gestures, face
expressions and body language is made to convey information. For instance: at the time of giving
presentation, nonverbal communication helps manager of Knight Frank in make the others
understand the feelings and thought that manager want to convey. Body language and gestures
also play a crucial role in presenting some information in front of others in more effective way.
6.2 Review of effectiveness of communication methods in range of different situations
Different types of communication prove to be very effective in distinct situations to handle
them appropriately. Good communication makes the things understandable and easy. In context
of organisation, effective communication helps managers in developing good relationship with
team members. It also helped them in communicating all the information appropriately and
provide employees with right direction. Verbal communication is very effective at the time of
one to one conversation. It helps manager of Knight Frank to communicate effectively with each
member of team and understand what they want to say (Harrison, 2016). At the time of
conducting meetings, verbal communication also helps in communicating all the information
properly regarding any situation or any important information related to business. On the other
hand, nonverbal communication sometimes helpful in understanding the situations in better way
and in understanding the feelings of others. It also helps in make the others understand what an
individual want to say. At the time of giving presentation, face expressions and gestures play a
crucial role in conveying information effectively.
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7.1 Analyse of extent and causes of work related stress
Work related stress is major challenge that organisations are facing in present world. Stress
is defined to a state of work place injury (Haynes, Nunnington and Eccles, 2017). It is seen that
in some situation, stress is good but too little or too much stress impacts negatively on business.
It can be felt by any people in company at different level of extent. In association to Knight
Frank, some of the causes of work related stress are as analysed:
Lack of support: In an organisation, when employees and managers do not support each
other, then it causes work place stress that too in huge extent as in such situation no work gets
complete and causes pressure from top management to lower people. In Knight Frank, it is
analysed that there is lack of support from employees when managers have new ideas to
implement that results in work related stress.
Concern over future: It is the situation in which top management of company focuses on
future rather than what is going in present timings that create huge stress on employees to
manage present working. In Knight Frank, it has been analysed that managerial positions have
lot of concerns for future in order to sustain business positions which is one of cause of its work
related stress.
Differences in ethics of business and employee: This causes work related stress at huge
extent when wide differences are found between ethics or beliefs that the company have and
ethics of employees. This creates differentiations in working styles and attainment of desired
outcomes. Moreover, when managers realises the gaps then it is one of difficult task of them to
coordinate effectors of business and manpower in terms of ethics.
Knight Frank is a large company in which stress arises due to mentioned reasons. These
work related stress impacts on business working at huge extent.
7.2 Proposing ways for creating organisational culture which will minimise stress levels
Organisational culture is said to values and behaviours which contribute in unique along
with psychological business environment (Hibbert, 2016). It involves organisational philosophy,
expectations, values together with experiences which guide behaviour of its members and helps
in attaining defined objectives promptly. Managers of Knight Frank are planning to devise an
organisational culture that will minimise level of stress. In this context, the managers are
proposed to adopt a policy related to stress management and communicate the same across all
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levels of company. In this aspect, managers of Knight Frank have adopted flexible work
arrangement policy and will minimise stress through the following workings:
 Open culture: By developing open culture in which informal meetings among
employees, superior and line managers will meet at regular duration will help the
company to minimise stress as complex areas of concerns will be shares that are causing
stress so that remedial actions will be taken on time to manage situation. in context to
Knight Frank, with open culture, managers can give liberty to employees to work as per
their own ways in order to meet deadlines through managing stress related to workings
effectively.
 Encouraging employees to open: It is another step through which managers of Knight
Frank will encourage staff members to open or share about the concerns as well as issues
which are created stress. This will motivate employers to resolve grievances and concerns
that will lead towards making employees happier, motivated as well as reducing staff
attrition rates.
 Providing support, tools and training: In this, managers of Knight Frank will provide
proper support to employees about flexible working hours and effective tools top each
individual for completing working of time. Furthermore, manager through providing
training for time management, relaxation and other requirements will be able to minimise
stress level within departments.
Through executing the proposed ways, managers of Knight Frank will be able to manage
stress levels through creating effective organisational culture.
7.3 Explaining ways to manage own as well as staff stress issues.
For an organisation, it is important to manage own as well as staff related stress issues
through suitable mechanisms (Hickman and Silva, 2018). In this context, the ways through
which managers of Knight Frank manages own and staff stress issues are as follows:
Ways to managing own stress issues:
 Keeping positive attitude: It is one of best option for organisational managers to manage
own stress related issues. In context to Knight Frank, managers keeps positive attitude
towards critical things and complexities that helps them to reduce and manage stress
issues effectively.
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 Time management: Organisation managers have competence for managing time in
different things that assist them in reducing stress level through prioritising activities that
causes huge stress issues and managing them promptly. In Knight Frank, managers
prioritise their time in various activities and this helps them in managing stress concerned
issues effectively.
Ways to manage staff stress issues:
 Goal setting: When goals of employees are set properly by managers then it allows staff
members to understand their jobs together with improve level of motivation (Huntington,
2018). In Knight Frank, team leaders .write daily objectives on board and diary that are
seen by all workers and this results in managing stress related issues properly.
 Proper communication: Stress issues of staff are managed in company through proper
communication among superior and teal leader. In this, team leader of Knight Frank have
words with staff and recognise their issues as well as makes efforts to minimise them as
early as possible with suitable actions. This not only minimise staff stress issues but also
makes relations stronger.
8.1 Analysing and evaluating implications along impacts of legislations relating to employment
upon the company
Legislation related to employment is set of laws which regulate relationships among
organisational managers and employees (Wong, Ge and He, 2018). The main aim of employment
legislation is to prevent discrimination and work disruptions, promote safety and health etc. In
Knight Frank, following are some of employment legislations which are implemented by top
management:
Anti discrimination act, 2002: According to the employment legislation, it is responsibility
of employers to treat its entire people in fair and equal manner. The law ensures to protect groups
which are susceptible to discrimination from less favourable treatment from employers. In
Ireland, the legislation covers detrimental treatment in multiple grounds. In Knight Frank,
application of the act protect employees against any type of discrimination and permits
employers flexibility that impacts business productivity positively as all the employees works
freely against any issue related to discrimination and show efficiency in terms of huge
productivity.
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Unfair Dismissal act, 1977: According to the act, an en employer cannot dismiss a person
from employment prior to notice of 21 days and other necessary working. The aim of the law is
to protect employees from unfair dismissal from jobs in unreasonable, harsh along with unjusted
manner. In Ireland, no company can work against the act and if found done any type of practice
against the (Wellin, 2016). In context to Knight Frank, implementation of the act has reduced
unfair dismissal of employees from jobs which impacts on the image of entity in the market
positively Along with this, motivation and efficacy of employees are also raised up after the
implementation of the act at workplace that results positive impacts of company.
Data protection Act, 2019: The employment act states that it is important for all
organisations to protect information of its employees from getting leak. Application of the act
prevents business in Ireland such as Knight Frank from sharing private and important
information with any third parties. It impacts positively on employees as it gives them right to
access their own data and its safety from getting in others hand amendments (Wehrmeyer, 2017).
With application of mentioned employment legislation, managers of Knight Frank are able
to motivate their employees and provide them safety and security against discrimination or other
mis-happening which impacts on business productivity to huge extent.
CONCLUSION
From the above report, it is concluded that facilities management is one of important
function as it facilitates coordination and management of work among people, safety and health
responsibilities required for tackling any situation and increasing lifespan of assets. Scenario
planning, demand forecasting, planned and equitable approach, reactive and equitable allocation
are some approaches related to workload planning and allocation. Better quality hires, cost
effectiveness, reliable and transparent stages are strengths of recruitment process while its
weakness include communication gaps. Motivation is wider thought that is used for defining
inner psychological forces addition to processes within a person that arouse as well as gives them
the need for working or not working in specific way. Development of employee is not only skill
oriented but also provides general knowledge addition to attitudes that help staff members to
achieve higher positions. Lack of support, concern over future, differences in ethics of business
and employee are some causes of work related stress. Employment legislations including Anti
discrimination act, 2002, Unfair Dismissal act, 1977 and Data protection Act, 2019 have huge
impacts on company.
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