Analysis of Lead and Manage Effective Workplace Relationships

This report analyzes effective workplace relationships within JKL Industries, an Australian-based organization. It explores communication skills, conflict resolution, and the company's goals, objectives, and stakeholders. Part A focuses on a communication planning portfolio, including communication strategies, PEST analysis, and grievance procedures. Part B presents a presentation to senior management, addressing interpersonal skills, organizational needs, and communication approaches. The report emphasizes the importance of clear communication, strong business relationships, and inclusive communication strategies to meet organizational goals and improve employee engagement. It also outlines communication methods, provisions for bottom-line communication, and the success of the communication strategy.

Running head: LEAD AND MANAGE EFFECTIVE WORKPLACE RELATIONSHIPS
Lead and Manage Effective Workplace Relationships
Name of the student
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2LEAD AND MANAGE EFFECTIVE WORKPLACE RELATIONSHIPS
Table of Contents
Introduction:...............................................................................................................................3
Part A- Communication planning portfolio:..............................................................................3
1. Aspects of communication and conflict resolution skill:...................................................3
2. Goals, objectives and stakeholders of JKL industries:.......................................................5
3. Communication strategy:...................................................................................................6
a) Three communication objectives:..................................................................................6
b) Audiences of communication objective:........................................................................6
c) Methods of communication:..........................................................................................7
d) Provisions to facilitate bottom line communication:.....................................................8
e) PEST analysis of JKL industries:...................................................................................8
f) Success of communication strategy:..............................................................................9
4. Grievance procedure:.......................................................................................................10
5. Portfolio:..........................................................................................................................10
Part B- Presentation to the senior management team:.............................................................11
1. Issues as described in the scenario:..................................................................................11
a) Inter-personal skill of audience:...................................................................................11
b) Organisational need:....................................................................................................11
c) Approach to communication:.......................................................................................13
Conclusion:..............................................................................................................................14
References:...............................................................................................................................15
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Introduction:
JKL industry is an Australian based organization, which sells small trucks, forklifts
and spare parts to the industry. The company’s head office is in Sydney and has various
branches in different parts of Australia. The human resource department of the company has
introduced and revised various policies for the purpose of continuous development. The
company has introduced of new workplace health and safety policy and procedure for the
delivery department (Jklindustries.com. 2019). The aim of this report is to analyze and
develop the communication strategy within the team members to satisfy the organizational
need about the new and revised policies. The report will also analyze the communication and
consultation issues as the role of the communication consultant of the JKL industry to
provide the consultation on managing the communication and information flow within the
organization.
Part A- Communication planning portfolio:
1. Aspects of communication and conflict resolution skill:
Communication skill
 Everyone communicates differently. Learn about the different communication styles,
so that you can identify both your own style, and the styles of those you manage. This
is the starting point for understanding and perfecting communication between you
and those you lead (Iskandar eet al. 2018).
 Getting your message across clearly is at the heart of all good communication. We’re
all trying to communicate clearly, but it can be an elusive skill to gain and perfect.
 Sometimes understanding a problem or task can lie in asking the right questions. If
you know how to ask thoughtful questions that deliver the information you need to
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progress a task or issue, you can save everyone a lot of time, frustration, and wasted
effort.
 Rapport Building Techniques are closely linked to team building and developing
strong working relationships with your team members. Through regular
communication, you’ll develop a positive, constructive rapport with each person on
your team (Linton et al. 2016).
Conflict resolution skill
 Effective communication skills are of utmost importance to prevent conflicts. While
interacting with others, you have to take special care of your speech and the way you
speak. Never ever shout on anyone, even if you do not agree with him. Always speak
in a polite but convincing manner. Greet others with a warm smile. It works. Be very
specific and precise in your speech (Hall 2016). Do not use complicated words and
confuse others. Keep a control on your tongue and do not use words which might hurt
the sentiments of others. Avoid using abusive languages.
 An individual must not give his expert comments unless and until he is very clear
what the other person wants. Always be a good listener. Don’t just jump to
conclusions and assume things on your own. Always listen to the other side of the
story as well.
 Don’t just follow the rumor mills blindly, do discuss with others as well. Differences
can crop up anytime but fighting would provide no solution. It is always better to sit
and discuss the issues on an open forum. All the participants must give their inputs
and efforts must be made to find out an alternative. Invite all the members involved
and never ignore anyone as it would never solve the problem. Everyone has a right to
express his views and a middle way has to be found (Mikkola and Valo 2019).
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 An individual has to be impartial to avoid conflicts. Do not always support your
friend. Stand by what is correct and never support what is wrong. Any individual,
even if he is your friend must be corrected if you feel he is wrong. Listen to everyone
and never ignore anyone just because you don’t know him (Bonaccio et al. 2016).
2. Goals, objectives and stakeholders of JKL industries:
Goals:
 Provide value to investors and owners
 Provide value to customers
 Develop workforce potential
 Continuously improve operations and management efficiency
Objectives:
 Increase overall profitability by 10% over next three years
 JKL will continue to sell and service forklifts and expand their market share by 7% within
the next 12–18 months
 Become an Employer of Choice
 Manage performance and adherence to organisational values
 Monitor performance in all areas of strategy and operational efficiency
Business and strategic planning of JKL industries includes its mission and vision. The
mission of the company is to deliver value to its customers as well as investors with the help
of their highly skilled and motivated workforce. The vision of the company is to develop and
unlock the potential of its customers. JKL has mainly developed strategic and operational
plan to drive and direct business over the next five years (Le Vo et al. 2016). Strategic Plan of
JKL is to become the leading supplier of forklifts as well as medium and large size trucks.
The operational plans are as follows:
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 JKL will enlarge obtainable braches to incorporate the sale of medium and large
trucks within 12 months.
 JKL will depart from the rental market and shut the rental division within the next 18
months.
 JKL will continue the selling of forklifts and enlarge their share of market by 7
percent within the next 12 months.
JKL also propose its operational plan to comprehend strategic objectives. The main
characteristic of its operational plan includes human resources, physical and financial
resources as well as performance management (Coffelt, et al. 2019). The primary objective of
the organization is to be solution-oriented as well as focused on the requirements of
customers. The main stakeholders of JKL are its clients and customers.
3. Communication strategy:
a) Three communication objectives:
The three most important communication objectives are as follows:
 Increased productivity – With the help of good communication skills, an
organization will be able to anticipate problems and co-ordinate workflow. A good
communication will help to develop relationships and promote commodities and
services.
 Stronger Decision-Making – The ability to communicate effectively will increase
productivity in the organization (Douglas, et al. 2018).
 Strong Business Relationships – With the help of effective communication skill, the
impression about the company can be enhanced. Without an effective communication,
individuals tend to misunderstand each other as well as misinterpret information. This
leads to failure of ideas among the employees (Cheng et al. 2019).
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b) Audiences of communication objective:
The communication strategies for work teams to meet organizational needs are as
follows:
 Clearly communicate goals and objectives with every department: An effective
communication strategy will help the work teams to have a clear understanding of the
aims of the company as well as the mission (Quintanilla and Wahl 2018). When work
teams feel more engaged to the company, they are more likely to communicate openly
with other workers.
 Strengthen company Communication: Work team communication can become
more effective between phone calls, emails as well as text messages. Communication
can be strengthened if the company communication can take place in a single location
(Kelly and MacDonald 2019).
 Allow everyone to contribute: Top-down communication strategies can leave some
workers feeling detached. This can be avoided by allowing open communication
among all workers. This will help the team workers to meet organizational goals
(DeVito 2019).
The communication strategies for individual employees to meet organizational needs are
as follows:
 Inclusive communication strategy: An inclusive communication strategy should be
employed in an organization for individual employees to meet organizational needs.
This strategy invites all the members to become a part of a decision taken by the
company (Agarwal 2019).
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 Interaction process should be result-oriented: An effective communication should
be result-oriented. In other words, it should focus on obtaining productive results to
the organization.
c) Methods of communication:
The two methods of communication are as follows:
 Verbal – Verbal communication is the most effective communication that involves
the use of words in delivering the intended message. The two most important forms of
verbal communication involve both oral and written communication. Written
communication involves documentation done with pen and paper (Bannier et
al.2019). On the other hand, oral communication is a form of verbal communication
that involves formal communication such as lectures.
 Visual Communication – In today’s world, visual communication is the most
important form of communication. JKL will make communicate with the help of
visual aids such as graphic design.
d) Provisions to facilitate bottom line communication:
It is the responsibility of the management to consult with the employees regarding the
health and safety matters. The management should consult the employees by the introduction
of the measures that will substantially affect their health and safety at work. It is the duty of
the management to give training to the employees regarding health and safety. Information
about pay and conditions of employment is indispensable to all employees. Management is
required by law to provide employees written statements identifying the main contractual
details within two calendar months of the beginning of employment (Brunton, et al. 2019).
Some contracts of employment include vital terms and conditions additional to those that
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must be set out in written orders. Management is required by law to provide the employees
enumerated pay statements whenever payments are made.
e) PEST analysis of JKL industries:
Political Government policy, political stability or instability, bureaucracy,
corruption, competition regulation, foreign trade policy, tax policy, trade
restrictions, labor/environmental/copyright/consumer protection laws,
funding grants & initiatives, etc.
Economic Economic trends, growth rates, industry growth, seasonal factors,
international exchange rates, International trade, labor costs, consumer
disposable income, unemployment rates, taxation, inflation, interest rates,
availability of credit, monetary policies, raw material costs, etc (Mateev
and Poutziouris 2019).
Social Attitudes and shared beliefs about a range of factors including money,
customer service, imports, religion, cultural taboos, health, work, leisure,
the environment; population growth and demographics,
immigration/emigration, family size/structure, lifestyle trends, etc.
Technologica
l
Technology and communications infrastructure, legislation around
technology, consumer access to technology, competitor technology and
development, emerging technologies, automation, research and
innovation, intellectual property regulation, technology incentives, etc.
f) Success of communication strategy:
 The feedback that is provided by the management to the employees are as follows:
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 Employees face inadequate consultation that results in risks. As a result,
Communication and consultation are, needed that will avoid poor sense of employee
engagement and responsibility for work performance.
 The employees face problems related to inadequate communication. It is very
important to implement a transparent communication so that the workers feel free to
communicate.
 There is a lack of overarching approach to information management.
 The management had identified poor general awareness among the employees. As a
result, the code of conduct of the company should be transparent to all the employees.
4. Grievance procedure:
Figure: Grievance procedure
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(Source: Created by Author)
5. Portfolio:
Communication
Type
Description Outcome
Verbal
Communication
Sales Consultants The first type of communication will be
both oral and written that will include face
to face conversation
Non-verbal
communication
Operation Manager The communication with operation manager
will include non-verbal communication as
there is always a distance between the
employees and managers
Visual
Communication
Managing Director Managing directors are mainly
communicated with visual communication
strategy that involves video calls.
Part B- Presentation to the senior management team:
1. Issues as described in the scenario:
a) Inter-personal skill of audience:
Emotional intelligence has two aspects such as personal competence and social
competence. Personal competence needs self-awareness and self-management to manage a
team. Social competence of a manager requires social awareness and skill of relationship
management. Social competencies of a manager require capability to interpret the behavior of
the employees and team member (Kwilinski et al. 2019). Due to lack of this skill, the
management team avoids any conflicts arises in the organization.
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b) Organisational need:
 B.I) Internal strategic need:
o The organisation is currently using a HR business partner model with a human
resources officer aligned to each of the three key business areas: Sales, fleet
rentals, and service.
o JKL employees over 300 staff in the following categories as demonstrated in
the organisation chart below.
o The Managing Director reports to a board of directors and is based in the
Sydney corporate office, along with the Operations Manager and the Finance
and Administration teams.
 B.II) External regulatory requirement:
JKL Industries acknowledges it role as a responsible corporate citizen in the local and
wider community. JKL’s success will result not simply from satisfying specific equipment
needs for a quality product at reasonable prices, but from conducting its business with
integrity. Integrity in our sales and services and with our employees relates to the
maintenance of high ethical and moral standards that is essential and is not to be defamed for
the sake of results. Some of the basic regulatory requirements are as follows:
 Disability Discrimination Act 1992
 Equal Employment Opportunity Act 1987
 Equal Employment Opportunity for Women in the Workplace Act 1999
 Racial Discrimination Act 1975
 Sex Discrimination Act 1984
 Anti-Discrimination Act 1977 (NSW)
 1.B.III) Business ethics requirement:
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JKL Industries values the diversity of its team, clients and communities and respects the
rights of individuals and groups to operate in an environment free of discrimination. Access
and equity (diversity and anti-discrimination) is fundamental to the operations of JKL. It is
embedded in policies, practices and forward planning. JKL recognises the importance of
diversity in achieving our vision. JKL understands the business environment and actively
assists customers to reach their optimum potential. Their primary objective is to be solution-
oriented and focused on customer needs. JKL recognises that valuing diversity is pivotal to
achieving its vision. A welcoming, supportive environment will be provided and barriers
broken down leading to positive learning and employment, and individuals having the
opportunity to reach their optimum potential.
At JKL anyone engaged in employment or the provision or receipt of training and/or
services has the right to operate in an environment that is free from discrimination on the
grounds of: age; breastfeeding; disability; industrial activity; lawful sexual activity; marital
status; physical features; political belief or activity; pregnancy; race; religious belief or
activity; gender; gender identity and sexual orientation; parental or career status or personal
association; sexual/sexist or other forms of harassment (Kasemsap 2019). Procedures are in
place for handling any grievances including complaints of discrimination, unfair treatment or
harassment. Complaints will be taken seriously and every effort will be made to resolve them
quickly, impartially, empathically and with appropriate confidentiality. Victimisation of
complainant/s and witness is illegal. Complaints may also be lodged with the Equal
Opportunity Commission.
c) Approach to communication:
 1.C.I) Communication strategy:
o The message of the communication should include the necessity or
significance of the policy.
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o The mangers need to communicate the reasons behind the communication and
the important information about the workplace health and safety policy. The
JKL Industry needs to implement the policy for bringing the effective change
within the organization.
o The organization wants to protect the health and provide the safety
measurement to its employees and all its members in the workplace from the
risks and hazards producing from the activities of the work (Kniesner and
Leeth 2012). The health and safety policy is a written statement that describes
the organization’s commitment to the health and safety.
o It informs the employees about the organizational responsibilities about hoe to
fit the employees in the overall management system. It also portrays the
seriousness of the organization for its employees about the health and safety
measurements.
Conclusion:
Workplace communication is the process of exchanging information and ideas, both
verbal and non-verbal between one person/group and another person/group within an
organization. It includes e-mails, text messages, notes, calls, etc. Effective communication is
critical in getting the job done, as well as building a sense of trust and increasing the
productivity of employees. These may have different cultures and backgrounds, and can be
used to different norms. To unite activities of all employees and restrain from any missed
deadline or activity that could affect the company negatively, communication is crucial.
Effective communication with clients plays a vital role in development of an organization and
success of any business. Workplace communication is very important to companies because
it allows companies to be productive and operate effectively. Employees can experience an
increase in morale, productivity and commitment.
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