Proposal for Video Conferencing in Workplace: Solutions to Limitations and Improving Practices

This proposal suggests solutions to limitations and improving workplace practices for video conferencing in the workplace. It highlights workplace policies, stakeholders consulted, and workplace limitations. It also provides potential solutions to the identified limitations.

Scenario 2: Video
conferencing

Table of Contents
Introduction......................................................................................................................................3
Main Body.......................................................................................................................................3
Purpose of the proposal..........................................................................................................3
Source of information.............................................................................................................3
Workplace limitations............................................................................................................4
Stakeholders consulted to exchange or share ideas................................................................5
Company’s workplace policies and procedures and its relation with a core of the proposal.5
Solutions to limitations identified and improving workplace practices.................................5
Conclusion.......................................................................................................................................5
References........................................................................................................................................6

Introduction
Taking instance of current pandemic situation leaders of business organisation have
unfolded various possibilities in regards to success to their business strategy. For the stated
scenario business workings are being explored to several challenges that comply with
uncertainties in the business market through evaluation of internal as well as external
stakeholders of the business firm (O’Leary, 2020). For the given report document operational
working at CBSA is being taken into consideration. In the stated paper a defined proposal will be
presented that will deliver a clear vision with respect to solving the concerns of employees.
Moreover, presentations of several relative aspects are being taken into consideration and are
aimed at resolving the challenge or issue being faced at the workplace (Greenberg and Hibbert,
2020).
Main Body
Purpose of the proposal
As being stated by the human resource manager i.e., Paul at CBSA, all the company
meetings will be conducted via video conferencing. In addition to this, various discussions in
regards to maintaining a smooth operational process in various teams will be performed through
the same medium. Undertaken initiative well adheres with the current pandemic situation in
respect to enabling productive workings in the operational firm. The aim of the proposal is to
highlight several issues or challenges faced by employees of the business firm with respect to
recent decisions passed by the management department of the corporate firm. Furthermore, the
provided proposal will highlight effective standards on the basis of which productive working at
the workplace can be taken into consideration (Newman and Ford, 2021).
Source of information
In light of the fact that the IT department had worked very diligently to ensure all team
members had access to work computer systems that are also inclusive of the relevant database.
However, being the team leader of an operational group working in the business firm there were
some issues that were being highlighted in accordance with the recent decision being passed in
the company’s management. The source of information was two of the team members who
contacted the team leader (me) directly to report the problem. The reported problem was in
accordance with the limited monthly data allowance, due to the concern that video conferencing

consumes huge amounts of data and they will run out of the data usage and have to buy
additional expensive plans (Lee, 2021).
Workplace limitations
From relating to the above scenario that was being presented in regards to recent
decisions being passed in the top level management, there were several issues that were being
highlighted at the workplace. In the evaluation of the scenario due to miss-compliance with
enough employee engagement, it appears that management at CBSA was unable to derive
effective measures on the basis of which productive working at the workplace can be undertaken.
Additionally, the following are some limitations that can be highlighted (Epstein, 2020);
 Lack of communication: Due to lack of communication management at CBSA was
unable to derive an effective strategy for working at the workplace. In inclusive of the
issue, it can be said that, although IT department played a major role in delivering
productive outcomes at the time of the current pandemic. However, due to a recent
decision passed at the workplace because of lack of communicating it with employees of
the firm it was directly implemented in the course of action at the business firm.
 Budget allocation: In light of the fact that rates of internet facilities are increasing data
by day. Contrasting to a recent decision being passed at the workplace it appears that
management of the respective firm has not performed enough discussions with the
financial department of the business firm. This was in accordance with the ineffective
allocation of financial resources of the company due to which increased requirements in
data usage caused employees to spend from their personal resources.
 Lack of coordination: Another workplace limitation that was being highlighted included
lack of coordination between established departments of the business firm. The stated
concern reflected unproductive decisions that were being passed in respect to
maintaining effective communication at the workplace. For this reason, it appears that
guidelines stating meetings were not complete. In addition to this, several amendments
should be taken into consideration with regards to the declaration of meetings and related
communication at the workplace (Griffiths, 2020).
Stakeholders consulted to exchange or share ideas
For the stated proposal in regards to issues faced in the workplace in regards to recent
decision passed by management at CBSA. During the process being issue was being highlighted

with respect to monthly data allowance to respective employees at the workplace. For the stated
concern being team leader, various stakeholders of the business are to be taken into
consideration. In the process being several outcomes of the business operations are delivered that
are focused in respect to maintaining a positive working environment of the business firm. Being
team leader of the corporate firm stakeholders’ matrix was being taken into consideration for
evaluating potential stakeholders of the business firm (Burgoyne and Cohn, 2020).
Stakeholder matrix
 High power, high in interest: Under the said power-grid stakeholders of business who
possess high power for manipulating operational tasks in the business firm and also
possess high interest towards operational working of the corporate firm are being taken
into consideration. In respect to the given company scenario of CBSA, Managers of the
firm are taken into consideration under this grid of stakeholder matrix.
 High power, low interest: For the said power-grid stakeholders of business who possess
high power for manipulating operational tasks in the business firm but possess low
interest towards the operational working of the corporate firm are being taken into
consideration. In the provided context of the chosen business firm, the Customers of the
company are being taken into consideration.
 Low power, high interest: In the said power-grid stakeholders of business who possess
low power for manipulating operational tasks in the business firm but possess high

interest towards the operational working of the corporate firm are being taken into
consideration. In regards to the highlighted context of the respective company, On-floor
supervisors are being taken into consideration.
 Low power, low interest: At the said power-grid stakeholders of business who possess
low power for manipulating operational tasks in the business firm and also possess low
interest towards the operational working of the corporate firm are being taken into
consideration. In relation to operational working at the undertaken firm, the helpdesk
department of the business firm will be taken into consideration.
Through the analysis of the above stakeholder matrix, there were clear understandings
that were being delivered to the team leader. This will enable a clear understanding of relative
stakeholders that can be considered in the probable issue created in the corporate firm. In
addition to this, it can be said that stakeholders that possess a high interest in the working
procedures of the business firm will be taken into consideration (Nnaji, Jin and Karakhan, 2022).
In relation to provided context, following are stakeholders that were being consulted to share or
exchange ideas;
 On-floor supervisors: Reflecting on the stated problem that is being defined in the
business firm, as the issue was reported to a team leader first concern will be taken to on-
floor supervisors of the business firm. In consideration of the scenario, it can be said that
supervisors of the workplace possess a high interest in regard to the working policies of
the business firm. However, due to a lack of authoritative power at the workplace, there
are fewer chances for resolving the issue. Although they can escalate the issue to top-
level management of the business firm and deliver better productivity of the corporate
firm.
 Manager: The manager as the stakeholder of the business firm can also be consulted in
regards to sharing and exchanging ideas regarding the concern raised in the business firm.
During the workplace scenario due to pandemic situations, employees of the firm were
being allotted WFH. However, a recent decision passed by top-level management of the
company states about communicating relevant and necessary information through video
conferencing. This was further reported as an issue to some of the employees working in
the firm that relates to high data usage that exceeds allowance provided by the firm to
employees. Reflecting on stakeholder matrix as managers of the firm have high

authoritative power at the workplace and also possess high interests in respect to the
operational working of the business firm. Therefore, in-depth discussions can be raised in
regards to resolving the issue or challenge being raised at the workplace (Cook, 2020).
Company’s workplace policies and procedures and its relation with a core of the proposal
A company policy is basic guidelines through which better standards of working at the
workplace are being defined. Under the process, an employer working at the workplace deals
with the safety, health and accountability of staff operating in the corporate firm. Under the
standard effective measures are drawn with respect to interactions with business consumers and
or clients that also aid company managers to establish an effective brand image in the business
market. Company policies define the effective working of the business firm in situations of legal
conditions or when being explored in the competitive business environment (Hasan and Hasan,
2021).
In regards to the chosen company, key considerations to various policies of the workforce
are being taken into consideration. Such policies or procedures at the workplace develop
effective standards on the basis of which business operations can be performed well in the
contemporary business environment. Following are key importance to company policies to
CBSA company;
 Setting expectations: Policies of the company at CBSA define a clear vision for meeting
specified goals and objectives complying with the policies of the company. In its
inclusion, it can be said that through performing operational work at business firm
company policies can regulate the effective flow of operations can be determined.
Through defined policies of the company effective standards of working in the corporate
firm can be defined that also relates its key principles to setting effective expectations in
the business firm.
 Accountability: Company policies enable the workings of the business firm to be
accountable in the business market. Business workings can be simplified in form of
performing complex business tasks creatively by taking routes of company policies.
 Defence against legal claims: Specific policies being derived in the business firm can aid
towards protecting operations of the corporate firm from any false claims or working in
complex business environment. This delivers enough productivity of the business firm

and avoid wastages of resource for the corporate firm being engaged or stuck in any type
of legal formalities.
In the stated context of proposal, it can be said that there are several company policies
that are being defined in regards to counter any conflict or disputes in the corporate. Such
policies are also subjected towards deriving collaborative efforts of the business firm in terms of
carrying defined goals and objectives of the corporate firm. Following are some company
policies that adhere to the given situation of the proposal (Keshlaf, Alahresh and Aswad, 2021);
Policy Description
Equal opportunity policy Under this company policy, a job applicant will
have an equal opportunity to display their skill
or set of capabilities to take down a vacant
position in the company.
Employee code and conduct policy For this company policy, staff working in the
corporate firm are being instructed to deliver
operational coursework in an optimal manner
considering functioning aspects being derived
in the operational firm.
Employee complaint policy Under this policy, an employee possesses a
right to report or raise a ticket against any other
employee or employer working in the business
firm. It delivers effective standards of working
in the corporate firm on the basis of which fair
working policies of company are also being
highlighted.
Solutions to limitations identified and improving workplace practices
In respect to several challenges and issues faced at the workplace there are some potential
solutions being available to managers of the corporate firm in terms of deriving success of an
organisational firm. This delivers better standards of working in the business firm for which a
better course of working in the corporate can be ensured. Following are some solutions to

limitations that were identified above in the proposal and are subjected towards bringing in
improvement in workplace practices (Sharma and et. al., 2021);
 Planning and prioritising: In this foremost solution in regards to improving workplace
practices, it can be said that managers at CBSA are suggested to plan as well as prioritise
each task in the business firm. The development of project management skills would be
helpful in this regard.
 Reconsidering budgeting: From the evaluation of the business case scenario it appears
that ineffective budgeting or coordination with the financial department of the business
firm was one of the major reasons for the raised issue at the workplace.
 Eliminating potential interruptions: Managers of the firm are recommended to eliminate
potential interruptions at the workplace. Such interruptions can be in form of politics or
any relative unproductive practices being followed at the workplace.
Conclusion
From the analysis of the above report proposal, it can be concluded that key
considerations are being made with respect to maintaining the productivity of the company in a
complex business situation. The provided proposal illustrates a better course of action in respect
to solving an issue being raised in the business firm in regards to the communication process
followed at the given workplace. In addition to this, various limitation at the workplace which
was supported by potential solutions was also being taken into consideration.

References
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