Malcolm Baldrige and the Evolution of Total Quality Management Essay

Quality and productivity can be considered mutually inclusive. An organization that aims for quality will eventually results to better productivity in the concept of services, goods being produced, personnel and human resources development, not to mention capital gain, increase in competitiveness, and increase in investment opportunities. Though it may be a good concept, a governing body should be present to determine the necessary criteria and set for definitive standards to follow. In the United States, the two governing body in quality standard award are the Ron Brown Award and the Malcolm Baldrige National Quality Award. Malcolm Baldrige, a U. S. Secretary of Commerce during the era of the Reagan Administration, is the one responsible for organizing a conference on productivity in the White House. Apparently, he initiated the conception and blueprint in 1987 of the Malcolm Baldrige National Quality Award: which focuses on quality. The award, through the National Quality Improvement Act of 1987 (Public Law 100-107), gives emphasis on quality services being given by different sectors such as education, health care, business, and non-profit organizations (Marion p. 1). These quality services are based on the practices of the Total Quality Management System (TQM) principles and contain seven criteria to determine the awardees: Leadership, Strategic Planning, Market and Customer Focus; Measurement, Analysis and Knowledge Management, Focus on Workforce, Process Management, and Results. These criteria are considered significant to U. S. competitiveness in terms of improving the capabilities, practices, and results of an organization; sharing and facilitating the most excellent practice among the different sectors; and to serve as a working tool guide for planning and managing. Most of these criteria are taken from the principles and techniques in quality management developed by Philip Crosby, W. Demings, Armand Feigenbaum, and Joseph Juran. Moreover, the award aims to promote significant level of quality consciousness; to be able to distinguish the achievements of U. S. companies in the context of quality; and to make available to the public the thriving strategies on quality. The process of selecting the winner involves an assessment of the written examination submitted by the applicant, a site visit on the company (provided that the company achieved a high score), and a final evaluation. Since the Malcolm Award is based on the principle of Total Quality Management, the system have evolved or developed in terms of the factors in performance measurement that includes the following: operating or in service measures, employee relationship, satisfaction of customers, and performance on financial aspects. For instance, based on the data of the 12 Companies that submitted their respective pertinent data for evaluation, on an annual basis product reliability increased by around 11. 3 %; the time of processing the order is reduced annually by 12% on the six companies; product errors and defects decreased by 10. 3% on the seven companies; and around five companies have reduced cost by 9%. This created a savings of around $1 Million to $115 Million. Aside from the improvement on the factors on performance measurement, indicators of employee relationship also improved. Employee satisfaction improved by 1. 4%, employee turnover (voluntary request for separation) decreased by around 6%, health and safety measures improved by 1. 8%, and the accumulated total-quality suggestions made by the employees increased by 16. 6%. The total customer satisfaction also increased by 2. 5% with complaints coming from the customer being reduced by 11. 6% and retention of customers also improved by 1%. Market share is increased by 13. 7% and the return of assets by 1. 3% (Shetty p. 4-6). Thus, Total Quality Management had eventually improved in terms of quality, customer satisfaction, and reduction in cost. Furthermore, the Total Quality Management System had an affirmative impact on all of the significant areas of concerns: improvement in product reliability, increased in customer satisfaction and responsiveness, and reduction in cost. Apparently related to these are the increase in job satisfaction, improvement of health and safety measures, and reduction in employee turnover. This improvement and reduction on specific areas will eventually yield to increase in the market share, profitability, and quality. The result of such will also produced a certain degree of competitive advantage, which is eventually acquired as a result of committing to quality. A firm competitive position will give the company a unique place in the market wherein the consumers are willing to pay for the product, and the established quality will become difficult to surmount by the competing companies. Another factor to consider in achieving a competitive advantage is through the reduction of cost by improving quality. Reducing cost is synonymous to reduction of the in-process work inventory, handling of materials, capitals on equipment and maintenance, thus reducing claims on liability. The reduced costs will in-turn lead to a higher profit margin, increase in the sales, and lower prices of the product. Therefore, cost and quality are the most important factors to achieve a competitive advantage and these can be realized through the implementation of Total Quality Management System. The implementation of the Total Quality Management depends on the need and the nature of the business. Companies that adopted a TQM, and subsequently succeeded on all areas described above still have to continue on developing the system. It is considered a continuous process and development. Different sectors of the industry such as in the health care, manufacturing, services, and small businesses are becoming more aware of the positive impact of adopting TQM, and the aspiration of being recognized as one of the Malcolm Baldrige National Quality Awardees set forth the scene to a strong commitment towards excellence in management quality and company performance. The Award started at 1988 and after 20 years, around 79 companies are recognized. The impact of adopting the criteria of Malcolm Baldrige through the implementation of TQM had significantly produced quality and productivity to several companies such as: The ADAC Laboratories, Custom Research Inc. , Dana Commercial Credit Corp. , and Trident Position Manufacturing Inc. (Malcolm Baldrige recipients of 1996). Of these four, Trident and Custom Research belongs to the small business category, ADAC in the manufacturing sector, and Dana Commercial on services. The ADAC Laboratories, founded in 1970, have its product line in the design, manufacturing, marketing, and support intended for customers belonging in the health care sector such as in radiation therapy, information system in health care, and nuclear medicines. These services and products are sold to universities, hospitals, and clinics worldwide. The impact of adopting the criteria of Malcolm Baldrige has significantly improved the company’s market share (12% in 1990 to 50% in 1996), and customer satisfaction (no. 1 ranking). Before, the company was only focused on short-term financial goals, and not totally oriented towards attaining a quality firm for investors and customer’s satisfaction, and employee development. Determined to over-turn the current situation, the company adopted the criteria of Malcolm Baldrige. In 1994, ADAC applied for the Malcolm Baldrige getting up to the 2nd level (site visit). The site visit consequently gave the company a feedback assessment with around 148 areas of concerns that needs improvement. The company then utilized the feedback report as an external resource to eliminate the gaps. The management team attended the Center for Quality of Management, a consortium of experts in the field of Total Quality Management. The intensive two-day training made all employees understands the four relevant thoughts: shared learning, total involvement, focus on customer, and continuous development. Consequently, the turn-around of the company to focus on customer satisfaction had lead to a strong rate of retention with 94% as compared to the previous 50%; market share increased by 50% as compared to 12% six years ago; and the revenue per worker increased by around 75% (Marion p. 1). The results by adopting the criteria verified the kind of quality management the company had developed with emphasis on quality and excellence. Dana Commercial Credit Corporation, a subsidiary of Dana Corp. , provides financing and leasing services to a wide range of businesses and specific markets. Located at different offices such as in Canada, United Kingdom, and Ohio; the company have activities that includes management of assets services, combined-venture leasing consortium, and leasing of equipment for manufacturers and dealers. The company decided to apply for the Malcolm Baldrige Award for two compelling reasons: after receiving the Dana Quality Leadership award, the company intended to benchmark it alongside the Malcolm Baldrige; and the challenge of pursuing the Baldrige award will provide a significant â€Å"push† towards a fast improvement in quality for the company. Making through the process of the Baldrige criteria eventually created a strong culture with emphasis on service quality and customer satisfaction. In return, the morale of the employees is high as well as the profit. Custom Research Inc. is one of the small firms that received the Baldrige Award that clearly shows that no matter what the size of the company, better quality management can also be achieved just like those of multinational companies. Established in 1974 by Jeff Pope and Corson, CRI caters big companies in designing and conducting projects that can provide relevant information to make effective decisions in business. The main office is located at Minneapolis with several offices in Ridgewood and San Francisco, and New Jersey. In 1998, the company had reduced its client from 138 to 67, primarily to provide better service as well as establish partnership with their biggest clients. From 1992 to 1994, the company had applied for an assessment to Baldrige and reached the site visit level three times. After receiving the Minnesota Award for Quality in 1995, CRI decided to re-apply again for the Baldrige since the award was patterned to it. Winning the state award had helped the company achieving its goal to be awarded by Baldrige in 1996. Since the employees are less, all took part during the application and assessment process wherein each employee knows the whole process, the criteria, and how it is should be implemented in their respective field of work. Thus, the Baldrige Award had greatly influenced all employees towards achieving quality and productivity creating a positive atmosphere to the company. In return, the employees are all motivated that results to better business opportunities and results. Trident Precision Manufacturing Inc. is a private company that manufactures various components of sheet metal (precision), customized products, and assemblies (electromechanical). With its lone manufacturing plant in New York, the Company developed processes and tooling to manufacture and assemble components intended for the different sectors of the industry such as in equipment used in office, banks, health care, and even defense. Trident began to exploit the criteria of Baldrige in their quest for quality in 1989. The criteria had served as an open window to know the areas of weaknesses and strength of the company. April Lusk, Trident’s administrator for quality, emphasized that the biggest significant asset of the Baldrige Quality Award process was the feedback report, which stands for an unbiased assessment of a company’s strength and weaknesses. Trident then utilized those feedback reports to narrow the gaps and eventually achieved better results: due to a strong focus in customer satisfaction, the company has been able to maintain its position as the main supplier to chief customers even though it reduced their supplier percentage to 65%; the focus on employee involvement also played a major role achieving a 100% employee participation on departmental occupation team, around 95% of the improvement on processes have been established, the recognitions and rewards for the employees increased, employee turnover decreased, and the company have invested 4. 6% of the payroll towards education and training (Marion p. 1). The continuous improvement of the employee, their commitment to the internal and external clientele, and the eventual â€Å"control† of their processes have made Trident to stand out and establish a dedication towards excellence and quality. More so, Trident’s strong affirmation towards an environment that is family oriented, continuous effort for improvement, and teamwork are the main factors the Baldrige Award considered. Responsibilities are shared, suggestions considered and implemented so as to create an environment where the employees are satisfied and their morale is high, resulting to a stronger and a healthier business. The background discussed on the four companies clearly illustrated the impact of implementing the principles of Total Quality Management System through the Malcolm Baldrige Quality Awards. These companies aspired to achieve the Baldrige Award and the results improved the company’s overall quality and productivity program, as well as their business status and competitiveness. By analyzing the stories behind each success of a company towards achieving the Malcolm Baldrige Quality Awards, several key pointers should be emphasize such as the following: Leadership also plays an important role towards attaining quality. Top management should exert effort in terms of leadership and support since the adherence to quality usually accompanies changes in the company’s operating systems or philosophy. Clear goals should be determined as well as a positive atmosphere or culture to encourage the employees to attain such goals. The presence of a highly motivated staff or employees also has significant contributions towards attaining quality. Quality depends on the employee’s efficiency, and subsequently to the employees work motivation. It also encompasses all the aspect of human resources such as employee training and recruitment program, job descriptions, and rewarding as well as empowering employees. Employee involvement are considered an important aspect, and also the encouragement of a corporate vision towards quality-related improvement activities and programs may require several major adjustments or changes the way the employees are being managed (Shetty p. 6) Another factor that is significant is the aim for a total customer satisfaction. Realizing this vision will create an effort towards improving quality. Exceptional external and internal systems are necessary to supervise customer satisfaction through the use of surveys, evaluation of services and products, and investigation of complaints (Reiman p.11) Analysis of information is also critical since this will serve as a basis on making corporate decisions and adjustments. Efficient and complete data gathering serves as a powerful tool for the company since these will reflect the strengths, weaknesses, goals, quality, and service standards, to name a few. Suppliers also have a significant role in the pursuit of quality. Usually, successful companies develop long-lasting relationships with suppliers having a vision for quality. The company relatively engages the suppliers to become an integral part of the firm’s TQM. Consultations, trainings, and continuing contracts are some of the ways the company engages the suppliers on its TQM program. Thus, the suppliers become a partner in administering quality efforts, which in turn have major effects on how the suppliers are conventionally managed. The commitment to quality is a boundless process; therefore, a continuous program for improvement and development should be implemented. The results on the companies that implemented the Total Quality Management System in pursuit of achieving the Malcolm Baldrige National Quality Awards proved to be a success. The end-results created better customers satisfaction, high morale of employees, reduced cost, decreased on employee turn-over, good competitive advantage, improved health and safety measures, better production processes, increased in market share and profits, quality and productivity. The Malcolm Baldrige Award provides a vast range of quality concerns. The feedbacks made by the Award committee can be use by the company to narrow the relevant gaps, which are based on the findings. The award served as an effective guide with respect on streamlining the business and management practices. The criteria set forth by Baldrige, based on the principles of Total Quality Management, provided the significant standards of excellence to achieve quality and productivity.The award served as an effective catalyst to strengthen and improve the company’s competitiveness. Works Cited Shetty, Y. K. â€Å"The Quest for Quality Excellence: Lessons from the Malcolm Baldrige Quality Award†. Sam Advanced Management Journal. 22 March 1993: 1-14 Harmon, Marion. www. qualitydigest. com. Jan. 1997. Retrieved April 23, 2009. http://www. qualitydigest. com/jan97/baldrige. html Reiman, Curt W. â€Å"Winning Strategies for the Malcolm Baldrige Award,† Journal of Quality Management, July 1990, pp. 9-25.

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Huyndai and Kya case study international business Research Paper

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Compare and contrast the degree of emergence of two current emerging Essay

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Capstone Final Project Research Paper Example | Topics and Well Written Essays - 2500 words

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Policing and the Bill of Rights - Essay Example Moreover, policing amendments are persuaded if someone is taken into custody on the basis of origin, religion, and race etc. Police are boosted to sustain a balance between flexibility and security that the government has formed. United States has historic put more heaviness on the edge of flexibility and has been recounted as a trial in organized liberty (Keenan 10-108). It has been shown that the policeman play a centered function in the achievement of this trial, and thus, it is furthermore a trial the U.S. government in regulation enforcement and peacekeeping. One of the biggest examples of warrantless search and tracing phone calls is â€Å"Water Gate scandal†. The secret agents, with the powers of fourth amendment of constitution, had captured the ill elements used in elections. By this action, the politicians, who use the evil tricks to win election, get the lesson. The IV amendment is defined as: â€Å"The right of the people to be secure in their persons, houses, papers, and effects, against unreasonable searches and seizures, shall not be violated, and no Warrants shall issue, but upon probable cause, supported by Oath or affirmation, and particularly describing the place to be searched, and the persons or things to be seized†. From all â€Å"search and seizures† will not be contravened by warrants handed out without origin likelihood. It is sustained by oath or pledge or not as recounted the location to be sought or the individuals. It is described from managing assembly with the premeditated exception was amended on the talks. It is distributing almost equal to the all kind of people. And the amendment was launched to double-check and it would be managed by a preliminary committee. Couple of alterations denied to be integrated into the dialect of the part of the dwelling and the dialect of the legal provision was ratified. As the amendment documented, the argument over the â€Å"search and

Devise a Marketing Strategy to present to the Marketing Director Essay Example for Free

Devise a Marketing Strategy to present to the Marketing Director Essay In this case study, I have been given a number of roles and my task is to consider and provide appropriate answers in the relevant business context where you apply learning from my course of study so far and my own work experiences. Question 1 I am the supervisor in the marketing department and I believe that there is scope for gaining more sales in the standardised sector of the market because of quality differences between my product and those of larger competitors. Devise a Marketing Strategy to present to the Marketing Director designed to achieve this objective Corporate Objectives The Furniture Company, based in a small town in Lancashire, develops, manufactures and markets quality furniture. The firm has a very good reputation throughout the entire region for all its products. The Furniture Companys Supervisor of the Marketing Department is at present pursuing a strategy to grow its market share in the standardised section of the market because of quality differences between their product and those of larger companies. Marketing Audit Internal Product High quality standardised products targeted at C1/C2 segments. Considered to be higher quality than those of larger competitors. The firm has a very good reputation for quality products. Pricing -Currently sold to up market retail outlets and on all sales are there is a very high profit margin on a relatively low turnover. Prices are higher than for similar type products in the large retail outlets due to economies of scale in purchasing. Place Customers mainly consist C1/C2 for the standardised furniture. Potential customers visit the companys display showroom, fully manned by an accounts clerk, a salesperson, both of whom are full-time and two part-time salespersons at weekend. Promotion Very little advertising is done. Current advertising is mainly done via local press, and via direct mail all aimed locally. Advertising spend tends to be about 3% of revenue, with higher marketing spend within peak months. External Social Since consumer trends are always changing, as are several of the products. With the traditional furniture, trends have small effect on sales. Economic Figures to be confirmed. There is a spend of over à ¯Ã‚ ¿Ã‚ ½750,000 within East Lancashire in the furniture market. The predicted growth for next year is 2% due to current consumer spend (interest rate currently stands at XX, and inflation 2.6%). Competitive The Furniture Company faces many competitors, on its retail side are many, and on local scale there are approximately 10 similar sized companies, although, the firm has a very good reputation throughout the entire region for all its products. Customer Audit Standardised products are aimed at C1/C2 segments. The competitions products were viewed as inferior to those of The Furniture Company, due to highly skilled craftsmanship. SWOT Analysis Strengths * Availability, either via local showroom, situated just off motorway or via retail outlet * Access, Full showroom with manned staff * Established, very good reputation throughout the region * Established up market retail outlet supplier * Higher quality than those of larger competitors * Innovation, constantly designing new furniture for changing market Weaknesses * Prices are slightly higher than for similar type products Opportunities * Market Development * Selling to mid-market retail outlets Nationwide * Expanding product into Europe worldwide Threats * Prices are higher than for similar type products in the large retail outlets * Unable to keep up with supplier demand Marketing Objectives and Strategies Market Development Ansoffs Matrix is a well-known Marketing Tool for deciding upon strategies for growth. First published in the Harvard Business Review (1957) in an article called Strategies for Diversification (see below example). Market Penetration By marketing our existing products to our existing customers, thus increasing revenue, by promoting the product, repositioning the brand. The aim is to encourage people to switch from other furniture manufacturers. Market Development Marketing the product in a new market/target audience. By introducing the product into a new region and also exporting the product. Market Extension/Product Development Selling the existing standard furniture into new markets, nationwide and worldwide, as the product already has a strong marketing competence. Diversification Not required Example of The Ansoff Matrix Product Life Cycle (see diagram below) Launch/Introduction The product is introduced into new markets and heavily promoted to create awareness. High costs. Due to success in the current markets, risk is fairly low. Growth Higher volume of sales enables The Furniture Company to benefit from economies of scale. Products become more profitable as sales rise and costs fall. Advertising spend is still high and focuses on building upon a brand name, ready for the maturity and decline stage to introduce new furniture after the brand has been established. Maturity Sales grow at a decreasing rate and then stabilise. Brand awareness is crucial in continuing success. The company retains its share of the market by capturing sales from weaker rivals by ensuring consistently quality furniture. Decline At this point there is a downturn in the market for this particular product. Sales and profit decline. New products are introduced or consumer tastes have changed. Product can be removed from the market at this stage and replaced by new furniture or profits can be improved by reducing marketing spend and cost cutting. Elimination/Withdrawal (or extension) When faced with decline in sales, the company will need to decide whether the decline is Temporary, Terminal and Irreversible or Capable of being reversed by an adjustment in the marketing mix Extension To rejuvenate the product to prolong its life by changing the product, the brand, the way it is promoted or the distribution channel. Question 2 As supervisor in the marketing department one of my roles is to devise expansion strategies as question 1. I believe, however, that the high quality hand crafted furniture could sell to a national and ultimately international market especially if at some future point the U.K. joins the single currency. At present these products sell to a regional market and I have already put this idea to the Marketing Director and received a positive response to the extent that he wants you to do a presentation to the full board of Directors on this idea Devise a promotional campaign to be presented to the Board that would reach a national market for the higher quality products. Marketing is defined as the management process responsible for identifying, anticipating and satisfying the requirements of customer profitably. Product Introduce the standardised range and also high quality furniture into mid-market and up-market retail outlets nationwide. The standardised range is higher quality than those of competitors. The handcrafted furniture provides high quality furniture aimed at the higher end of the market. Price Cost for the standardised product is slightly higher than its competitors. This can stand being higher due being higher quality than the products of competitors. Place The standardised products and the high quality furniture both sell currently to larger retail outlets and also to individual order. Introduction of the furniture into a national market and also international market. Promotion Offer trials to nationwide retail outlets, both mid-market and up-market with the relevant products, with trial offers. Pay for advertising spend to promote the product within the area via local media, and also promote product and brand via in-store advertising and display stands. Brand awareness is very important at this stage. The Promotional Plan * Description of products available * A description of target audience * Identification of the price * Information on where the product will be sold * Methods to be used o Posters placed at locations in store and places frequented by your target audience o Press Release Informing of the product to be selling locally o Local Newspaper Advertising Advertising within locality using established media within the area promoting brand and product o Radio Advertising Informing of product and brand launch, aimed at prime time listening, selecting stations geared to 35+ and homeowner audience. Question 3 I am employed as the supervisor in the Personnel Department and am responsible for the overseeing of the day-to-day tasks of the department. I am currently studying for the Institute of Personnel Management qualification and have become more familiar with the concept of human resources. Present a paper to the Personnel director outlining the benefits of introducing a HRM approach to the management of people and in particular how this would improve both productivity and motivation. Motivation (Definition) a set of processes concerned with the force that energises behaviour and directs it towards attaining some goal. A strategic, coherent and comprehensive approach to the management and development of the organisations human resources in which every aspect of that approach is wholly integrated with the overall management of the organisation. HRM is essentially an ideology, quote M. Armstrong, taken from Handbook of Human Resource Management, Kogan Page, 1999. Human resources management activities relate to employees pay, welfare, conditions of employment and training. HRM is based on four principles * Employees must be seen as valued assets in which to invest. It is human capability and commitment, which, in the final analysis, distinguishes successful organisations from the rest, Storey. * HRM is of strategic importance and, therefore, needs to be considered by top management in the formulation of the corporate plan. * Commitment not compliance. The key levers (the development of human resources; evaluation of performance and the rewarding of it) are to be used to seek not merely compliance but commitment. In other words, employees should not be forced to work grudgingly, but by obtaining their wholehearted commitment * Strategic implications of HRM. HRM is therefore, seen to have long-term implications and be integral to the core performance of the business. It must be the intimate concern of the line managers. Line managers have the responsibility of managing their staff. The role of personnel function is to enable the line managers to fulfil their HRM responsibilities effectively. Soft and Hard Approach to HRM The soft approach can be closer than the traditional personnel approach. Soft HRM is an integrated strategic function that is concerned with nurturing people because they are human beings whose feelings should be considered and, developing this valuable resource is the best way to achieve results. The Hard approach is based on the belief that human resources are the key assets, with emphasis placed on * Getting more out of people * Using them in a more productive way The aims of HRM are the same whether hard or soft and as follows * Enable management to achieve organisational objectives via its workforce * Enable people to utilise their full potential * Foster commitment * Integrate human resources policies with business plans * Establish an environment to unleash the creativity and energy of the workforce * Encourage flexibility in the interests of an organisation that is able to adapt to the environment and achieve excellence The main areas of management activity associated with the HRM philosophy * Organisation, design and effectiveness especially in relation to teamwork, communications, customer service and change management * Resources providing human resources required by means of recruitment, retention and training programmes. * Performance management improving performance by means of appraisal * Reward management for example, linking pay to performance * Motivation redesigning jobs and devising rewards to motivate employees * Commitment The integration of the needs of the individual with those of the organisation * Employee Relations Policies and procedures to encourage cooperation to the mutual benefit to all * Flexibility by means of mulitskilling redesigning jobs and new patterns of work * Quality as a way of life * Culture management influencing behaviour and thereby attitudes by means of resourcing, performance management and reward strategies Leadership and Motivation In the HRM school, Leadership should be democratic rather than authoritarian, managers should consult employees on matters that affect them, important in gaining respect of both the manager and the company, motivation rewards of social and psychological, not just financial. Motivation is defined as in influence that cases people (employees) to want to behave in a certain way, and combined with ability can result in performance. The motivated worker will be keen to work, take pride in their work, will not display negative attitude towards the company, display high level of commitment and get satisfaction out of work, benefiting the organisation with higher productivity levels, lower labour turnover, lower absenteeism, improve quality with less waste, greater willingness to accept change, willingness to contribute ideas and take on additional responsibility, allowing the company to overall reap the benefits of even greater financial gain. In production department, for example, possible financial reward could be brought into place looking at Hertzbergs Hygiene factors of Pay and Benefits, Working Conditions, Company Policy, Status, Job Security, Supervision, Office and Personal Lift all set to motivate Achievement, Recognition, Job Interest, Responsibility and ultimately Advancement. HRM could look at setting up motivating factors with the sales department by setting targets based on achieving sales to new retailers nationwide with additional financial gain based on and over achieving rewards. The key concepts to adapting a HRM approach to the company would provide the following Competition advantage Aspects of the company that give it an advantage over its rivals Human Resource Management A strategic, coherent and comprehensive approach to the management and development of the companys human resources Personnel Management Management/administration of recruitment, welfare and training of the employees McGregors Theory x and Y (1960) McGregors Theory X and Y (1960) about managerial behaviour had a profound effect on management thinking and practice. His Theory Y principles featured in management training courses for a decade or more. They influenced the design and implementation of personnel policies and practices. The legacy today permeates the axioms of participative and total quality management and the continued practice of staff appraisal. McGregor defined assumptions that he felt underpinned the practices and stances of managers in relation to employees. These were evident from their conversations and actions. Two sets of propositions were dubbed Theory X and Y. He was saying that what managers said or showed in their behaviour revealed their theories-in-use. Their predisposition led managers to pursue particular kinds of policies and relationships with employees. McGregors Theory Y was interpreted and promoted as a one-best-way, i.e. Y is the best. Managers or aspects of their behaviour became labelled as Theory X, the bad stereotype and Theory Y the good. McGregor ideas were much informed by Maslows need satisfaction model of motivation. Needs provide the driving force motivating behaviour and general orientation. Maslows ideas suggested that worker dissatisfaction with work was due to poor job design, managerial behaviour and too few opportunities for job satisfaction. On the basis of these ideas about drives Maslow suggested a classification of needs related to the development of the person lower level needs giving way developmentally to higher order needs. Thus a hierarchy is suggested although not claimed by Maslow. Example of Maslows Hieratchy Benefits If we introduced a HRM approach to the company ultimately employees at all levels will feel motivated and productive as quoted by carrot stick philosophy acceptance, and produce the most productivity. Employees will feel more worthy with a much easier line of communication with everyone feeling a valuable part of the organisation. The company needs to introduce a leadership mentality rather than management leadership and nurturer a new leadership approach. At present the organisations communications systems are mostly paper and telephone based Present a discussion document to the Personnel director explaining the concept of this electronic office, including explanation of the relevant technologies and their potential benefits You should also point out any potential drawbacks from this innovation and conclude with an evaluation of whether the benefits outweigh the drawbacks or vice versa While predictions of the paperless office have yet to be fully realised, modern business now relies on a vast array of electronic equipment to function efficiently and effectively. The concept of a paperless office is to ensure productivity improvement and to use time more efficiently. At present most of the organisations communications are paper and telephone based. Initially, by utilising e-mail (electronic mail, which is the main use of the internet) the following advantages are gained by replacing paper telephone communication * Speed of movement and data * Paperless office * Accessible via any modem line * Delivery is faster than snail mail (post, especially useful when dealing overseas) * It overcomes the problems of timezones. The recipient does not have to be there to receive it * Like fax, it is possible to send messages to more than one person * E-mail addresses are portable * It enables users to exchange information with people * The cost is not dependent on the distance travelled * It is cheaper than fax or telephone * Cuts out general chat on the telephone * Less formal than a letter * The message will remain in the recipients e-mail account until it is collected * Can be sent with document or picture attachment * E-mails can be stored until recipient discards information Installing computerised systems with each department will also benefit from enabling all staff to access shared data from different departments computerised filing systems, e.g. access into word documents, spread sheets and other programme files. With transportable laptops, the office can be taken anywhere and even used worldwide, to assist in presentations and retrieving documents on a more global scale. Document Management System Another new form of the Electronic Office is the Document Management System offering solutions from the standalone scanner to a whole enterprise solution. E-Business solution companies analyse and advise on new business solutions. The Document Management System is a small step in the way forward for the paperless office, the benefits of incorporating the system is * Reduce office staff non-productivity rapidly locating folders and documents * Retain corporate knowledge and know where it is * Access paper documents within your business application * Scan your cabinets full of documents to secure them in case of Fire, Flood, Burglary or damage * Enable multiple people access to the same document or folder * Safely secure your documents for archival * Reduce boxes of stored paper * Automatically recognise forms and characters on incoming documents and locate them based on their content * Fax and receive documents directly from your desktop * Establish document privacy Electronic Office Manager It is a Human Resources and Process Management System that focuses on the internal operations of your business. The EOM provides businesses with a computerised Office Manager, with everything defined as a procedure, checklist or form. Job Descriptions become daily to do lists. To help manage time with automated reminders covering everything from training events to holiday management. EOM also provides Electronic Human Resource and Training Departments with employee files, applicant databases, and pre-written and editable employee handbooks and job descriptions. It also includes a system for creating and scheduling training. EOM even helps with financial forecasting and business planning features and point-to-point web navigation and link management. Operative Procedures, HRM, Business Development, Scheduling and Education Training are all available via EOM programme. Electronic Drawbacks Training and monitoring of training will be required at each stage to ensure competence and understanding of new system. With regular meetings required, and management of the change in system. Staff may be dissatisfied with the paperless office, and reluctant to the change. System failure. Without the adequate after support service and/or training there could be potential problems with system errors, which may result in non-productivity if staff rely on PCs when there is a breakdown. A recent example pf a paperless office is one department of Glasgow Borough Council, who recently had a computerised system developed solely for the use. Originally, each site manager called into an office each morning to collect information on various sites requiring repair assessment visits (approx 20 throughout the day) followed by a visiting to each site and manual completion of an in-depth form, and followed by manually inputting information on the computer for someone else then to call out to complete the repair work. The Borough Council have now developed a computerised system to enable them to receive the site information via electronic organiser, input the repair requirements, and return information upon completion for repairs to be carried out. Not only did this save much time on paperwork, but also time is more effectively managed by receiving full details of jobs throughout the day, which may be in areas the site manager is already working in. BIBLIOGRAPHY Jewell Bruce R, An Integrated Approach to Business Studies, Longman, [2000] ISBN 0582 40542 4 Ansoffs Matrix, www.marketingteacher.com/lessons/lesson_ansoff.html [accessed 31/05/02] How do I market My Inventions, http://www.montanaedu/wwwcxai [accessed 20/05/02] The Electronic Office, www.walters.co.uk/brochure/elecoffice1.htm [accessed 06/06/02] Imaging and Document Management Solutions, www.cabinetng.net/paperlessoffice.htm [accessed 05/06/02]