Research Topics: Alps Telecom Papers

Alps Telecom 	Introduction 	            Communication is 	considered as one of the most important processes and aspects of any 	organization. It is considered as one of the basic functions of the 	management in any organization, and it is hard to emphasize its importance. 	Communication can be defined as the process of transmitting information, 	ideas, thoughts, opinions as well as plans between different aspects of an 	organization. Thus, it is important to consider that it is not possible to 	have human relations without communication. On the other hand, it is 	important to add, that good and efficient communication is not only required 	for good human relations but also good for overall business success 	(Articlebase 2007). Furthermore, communication also lays the keystone to 	every organization for the process of upbringing and grooming the 	environment of that particular organization (King 2007). 	            Greenbaum & White 	stated that “communication problems in the organization are not unlike the 	progressive development of headache. If the initial bodily cues are ignored 	or not monitored, the full throb will hit. The result is much more time and 	effort lost in trying to connect the unbearable condition than would have 	been needed to prevent the situation in the first place” (cited in Downs & 	Adrian 2004, p. 1). 	            In the current, 	dynamic and changing environment, communication becomes a vital aspect in 	the process of learning and creating the different disciplines. This is 	because of the fact that it can help the organization to focus on achieving 	the goals and objectives of the organization. It can also help to focus on 	both investigation and intervention. In addition, the corporate 	communication helps to offer an umbrella for different types of forms and 	formats such as public relations, public affairs as well as stockholder 	communication. As a result, effective communication can be seen in the 	employees’ collaboration, interaction as well as engagement with each other 	in order to help them understand the vitality as well as significance of the 	said engagement (cited in Camarata 1998). 	Situation Analysis 	 	            According to my initial job profile, I have to report to both 	the Managing Director of the CEE region and the CFO at the Corporate 	Headquarters. I was not able to meet the CFO during our initial meeting 	because he was on holiday, that’s why I was not properly informed about the 	different agendas and areas of my work. In addition, my meeting with the 	Managing Director and other Department Head was suspended because of 	conflicting schedule. As a result of the suspended orientation week, 	information, processes as well as systems that must be given to me by each 	and every department head, were not properly explained. 	 	            However, due to my sense of professionalism, I still continue to 	do my job. Thus because of the said effort, I had been able to manage my 	works and position by gathering information and data from other colleagues. 	However, what I have gathered were not enough or limited, because of time 	pressure, but my managerial ability helped me to work it all out. 	 	 	            After some time, the CFO was very happy with the result of my 	effort. On the other hand, after tree months of effort, the Managing 	Directors called me up for a meeting and told me that I am not doing my full 	responsibility in his Corporate Headquarter. 	Problem 	Analysis 	 	            In analyzing the said case, it can be said that the problems 	focuses on the issue of communication and leadership. It had affected the 	relationship and understanding between the Managing Director, CFO and me. It 	can be said that the problems that have occurred can be blamed for the 	absence of both the CFO and the Managing Director. This is because of the 	fact that I was not properly informed regarding my roles and 	responsibilities. In addition, I was not able to have in-depth information 	about the systems as well as process because my colleagues are not willing 	to participate in the orientation week. Thus, in the said case, both the 	Managing Director and CFO had not been able to handle their responsibility 	as the manager or the leader. It is important to consider that effective 	communication of information and decision is considered as a vital element 	in management-employee relations. The manager cannot get the work done from 	the employees except, they are communicated successfully of what he wants to 	be done. It is also important in order to let the employee to know what 	result to be expected. Just like in the case, most of the management 	problems arise due to the lack of effective communication. More often than 	not, misunderstanding and misrepresentation can be minimized with the proper 	communication system (Articlebase 2007). Aside from that, the entire 	organization failed to focus on the importance of a quality orientation. 	This is because of the fact that it can help employee to feel more part of 	the organization; learn more about the organizational lingo and culture; as 	well as understand the basic workplace principles of the workplace (SESCO 	Management Consultants of Bristol 2006). Aside from that, it can also help 	the employees to know more about the background and internal information 	about the company. For that matter, it can be said that the upper 	management, particularly the CFO and the Managing Director taken for granted 	the said important process. 	 	            To add fuel to the fire, although the CFO had already returned 	from his holiday, he still failed to communicate with me because there are 	plenty of works to be done because of his vacation. As a result, I have used 	the little information I have gathered from my colleague in the department 	of Managing Director, as a result, the CFO thinks that I am not doing any 	good for his department, because I am focusing on the part of the Corporate 	Headquarters. 	 	Communication and Leadership Issues 	 	            The entire problem in the current case was the result of poor 	leadership or management and communication. First is that the Managing 	Director, Department Heads as well as the 	CFO failed to communicate with 	me in order to support with different information, data and knowledge that 	must be known in order to do my responsibilities and roles in the company. 	The upper management had failed to do perform their roles as coach, setter 	of standards, performance appraisal, teacher, motivator and other. Aside 	from that, communicating is one of their vital roles that are being done by 	sharing the vision and goals, together with the objectives of the 	organization to the employees (Belker & Topchik 2005, pp. 28 – 29). The 	process of coaching and mentoring is a critical process because of the fact 	that I am not that familiar with the company.  	            Another problem is 	the lack of communication between the CFO and the Managing Director. This is 	important because of the fact that my roles and responsibilities are 	connected to the said two managers, thus it will be important for both of 	them to communicate regarding my overall responsibilities in both the region 	and headquarters. All and all, it can be said that the lack of time and 	effort of all the entities that are involved in the process are another 	factor that had affected the entire situation. 	Business Solution: Feedback 	            Based on the said 	situation, pertaining on the problems about communication and leadership, 	the most suitable solution that can be done is the process of giving 	feedback. Feedback is considered as an important subprocess of communication 	that refers to the behavioral responses to the messages (Downs & Adrian 	2004, p. 5). It is considered as crucial, bidirectional measure used in the 	process of communication. Feedback has three important parts: the first 	confirms reception of a message, the second confirms understanding, and the 	third confirms the action. Horton (1995) stated that “If the manager does 	not see action, the manager cannot confirm either reception of 	understanding. If a message was received and understood, feedback is 	positive even if a message receiver rejects the message. If the message was 	not received or understood, feedback is negative. Regarding the negative 	feedback, the manager sends the message again. It is like a radio operator 	on a crippled ship broadcasting SOS signals until someone acknowledges their 	receipt. A manager is always safer assuming that a message was not received 	until there is proof that it was (p. 253).” 	            Thus, in the current 	situation, feedback will be given to the Managing Director, CFO and 	Department Heads from Marketing, IT and Business Development Departments. 	Feedback will be provided in both written and oral form. The written form 	will help for formality, while the oral can help to explain each side of the 	story. This will help to have a continuous flow of communication. 	 	The Managing Director 	            The Managing 	Director supplemented me with some basic information during our first 	meeting. However, he did not guide me throughout my work because the 	supposed to be orientation was suspended and never took place. The said 	situation leaves me with insufficient knowledge regarding the details of my 	position in the company. 	The CFO 	            The CFO appreciated 	my work regarding the company, primarily at the Corporate Headquarters. The 	said aspects give me a sense of motivation in order to continue my work. 	However, just like the Managing Director, he had not been able to supply me 	with all the important information that I must know in order to do my job 	such as my working details, objectives as well as goals of the entire 	Corporate Headquarters and the entire organization. 	Departmental Head: Marketing, IT 	and Business Development 	            The departmental 	head of Marketing, IT and Business Development have failed to communicate 	with me regarding the different processes, systems and aspects that are 	connected with the relationship between the departments and how it can 	affect the entire performance of the organization. This is because of the 	fact that they were not present during the orientation week. 	  	Action Plan 	  	Statement of Objectives/Goals: 	To improve the communication process and relationship between the different 	departments of the organization, at the same time, improve the relationship 	of each and every managers or heads in order to improve the overall 	performance of the organization. 	  	  	  			Action 			Activity 			When 			Who 			1. Conference with 			the Managing Director and CFO. 			a. tackle about the 			connection between the two managers; 			b.    development of 			detailed lists of tasks to be done in the two parts of the 			organization; 			c. development of the 			different goals that must be done and achieved in a given period of 			time; 			d. Providing Feedback. 			  			  			  			  			  			Week 1 			  			  			  			  			  <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Managing Director 				 </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				CFO </li> </ul> 		 			 			2.    Conference with all the Departmental Heads 			a. tackle about the 			different important aspects, processes and system of the company; 			b. introducing the 			different responsibilities and roles of each and every department 			and how they are connected; 			c. Providing Feedback. 			  			  			  			  			  			Week 2 <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Marketing Department 				Head </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Information 				Technology Department Head </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Business and 				Development Department Head </li> </ul> 			3.    Developing 			Standard of Communication 			1. Selecting and 			developing different types of communication methods that can be used 			by the company with accordance to the current business rules, 			behaviors and cultures; 			  			  			  			  			Week 3 <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Managing Director 				 </li> <li class="MsoNormal" style="line-height: 150%"> 				CFO </li> </ul> <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Marketing Department 				Head </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Information 				Technology Department Head </li> </ul> <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="line-height: 150%"> 				Business and 				Development Department Head </li> </ul> 			4.     Application of 			Standard of Communication 			Informing the entire 			organization regarding the decision about the standard of 			communication and implementing it in the entire communication 			processes. 			  			  			  			  			  			Week 4 <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Managing Director 				 </li> <li class="MsoNormal" style="line-height: 150%"> 				CFO </li> </ul> <ul style="margin-top: 0in; margin-bottom: 0in" type="square"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Finance Director </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Marketing Department 				Head </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Information 				Technology Department Head </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> 				Business and 				Development Department Head </li> </ul> 	  	  	  	  	  	  	  	    Agenda   Formal Agenda   Managing Director and the CFO   Date: January 19, 2009                                                                  Time: 1:00 pm   Location: Alps Telecom Conference Room   Activities:   <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Background Information about the 	company and its overall structure.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Different Roles and 	Responsibilities for the two parts of the company: The CEE Region and 	Corporate Headquarters in Switzerland.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Development of Communication 	Standard.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Implementation of Communication 	Standards.</li> Formal Agenda Department Heads Marketing Department, IT Department and Business and Development Date: January 26, 2009                                                                  Time: 1:00 pm Location: Alps Telecom Conference Room Activities: <li class="MsoNormal" style="line-height: 200%"> 	Background about the systems, 	processes and aspects of the company, details about each department and its 	connection.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Development of Communication 	Standard.</li> <li class="MsoNormal" style="text-align: justify; line-height: 200%"> 	Implementation of Communication 	Standards.</li>     Meeting Minutes Standard of Communication Alps Telecom January 19, 2009 1:00 pm, Alps Telecom Conference Room Head of the Company: Present: Managing Director, CFO Head of the Departments: Present: Marketing Department Head, IT Department Head, Business and Development Department Head Other Present: Finance Director Proceedings: Meeting called to order by the Finance Director Finance             The Finance Director explains the problems regarding his first days in the company, and how communication and leadership are related to it. He recommended the significance of communication to any organization and project, as well as how proper orientation can affect the performance and motivation of an employee. In the end, he recommended different communication and leadership strategies that can be applied by the company.     The Managing Director             The Managing Director agreed with the Finance Director, however, he strongly stick to his position regarding the reevaluation needs for the Finance Director, because he did not focus on his roles in the CEE region. This is because both of the aspects of the company are important to maintain competitive advantage. However, he admitted the mistakes of the upper management regarding their action towards the orientation process. CFO at the Corporate Headquarters             The CFO repeated his admiration and satisfaction towards the performance and professionalism of the Finance Director, even though there is no formal and full introduction of the different information between them. He strongly believes that the suggestion of the Finance Director can help to improve the performance of the entire company. Marketing Department Head             The Marketing Department Head suggested a standard that will help to improve the entire communication process of the company. He agreed that direct and indirect communication must be implemented in order to prevent any misunderstanding. IT Department Head             The IT Department Head focuses on the different technological factors that must be applied in the entire communication process of the company, primarily the application of the Internet or e-mail.   Business and Development Department Head             The Business and Development Department Head focuses on the problems regarding their conflicting schedule. That’s why he focuses on having a regular meeting in order to know what is going on in each department and aspect of the organization. Meeting Assessment             Overall, the present members in the meeting have developed their standard of communication that must be applied in the Alps Telecom in order to ensure good internal communication and relationship that will reflect on the overall performance of the company. Meeting Adjourned at: 3:00 pm                                                 References:   Articlebase 2007, Importance of Communication in an Organization, viewed 19 January 2009, <http://www.articlesbase.com/business-articles/importance-of-communication-in-an-organization-97064.html>   Belker, L & Topchik, G 2005, The First-Time Manager, AMACOM Div American Management Association   Camarata, M 1998, ‘The Role of Communication in Creating and Maintaining a Learning Organization: Preconditions, Indicators, and Disciplines,’ The Journal of Business Communication, vol. 35, no. 4   Downs, C & Adrian, A 2004, Assessing Organizational Communication: Strategic Communication Audits, Guilford Press   Horton, J 1995, Integrating Corporate Communications: The Cost-Effective Use of Message and Medium, Greenwood Publishing Group   King, W 2007, Importance of Communication in Organization, Ezine @rticles, viewed 19 January 2009, <http://ezinearticles.com/?Importance-Of-Com munication-In-Organization&id=563763>   SESCO Management Consultants 2006, The Importance of Good Employee Orientation, AAHSA, viewed 19 January 2009, <http://www.aahsa.org/Wo rkArea/showcontent.aspx?id=3524> Credit:ivythesis.typepad.com

Issue of Communication and Leadership at Alps Telecom

Alps Telecom Introduction Communication is considered as one of the most important processes and aspects of any ...