Unit 14 Working with and Leading People Assignment Sample

Introduction

In an organisation there are lots of activities are performed in effective manner that helps in achieving the set objectives of the business organisation. Management some time lead their employees in the form of manager but sometimes they need to perform activities with them by suggesting the ways or helping them in processing activities by performing as an leading people. There are effective leadership styles get followed by them in order to perform their activities. These some heads get discussed below in the report.

Task 1

1.1 Prepare documentation to select and recruit a new member of staff

After planning and organising the next major function of the team mangers is to do the job of staffing or recruit new personals. Through staffing function managers or team leaders fill the vacant positions which are necessary to achieve the goals and objectives of organisation and to achieve the ultimate growth revenue model. It consist of doing planning regarding attainment of manpower then recruiting them accordingly then it follows with the process of selection then training, compensation and maintenance of the current job positions accordingly. “It is finding the right person for the right job having the right qualification doing the right job at the right time” (Cordner & Cordner, 2011).
Traditionally the process of staffing was limited and restricted to few areas only like filling of vacant job positions only but with the era of modernisation the its scope has been increased now it includes selection training development compensation and providing working condition to employees. Due to its vast requirement it has become a regular all time activity, there is a separate human recourse department which regularly performs the trivial job of recruiting new personals (Cordner & Cordner, 2011).
The main and foremost task of human recourse department is to estimate man power requirement according to need and requirement of business organisation. It is finding out number of employees needed by organisation or company in near future. Requirement depends on few criteria’s which need to be fulfilled. These criteria may be: -

• Qualification of persons
• Experience of required employees
• Other reasons like number of people to be appointed on the basis of other criteria’s like minorities class, women workforce and disabled person etc

For fulfilling the above criteria of recruiting employees the organisation might take few of methodologies which help them to understanding the same like (a) work load analysis (b) work force analysis (c) creating of developing the comparison chart between the above two analysis, this part is the major task of work which gives positive outcome for the recruitment process as after this analysis team leader will be able to check that if there is excess of workload over work force then the organisation need to recruit new personals as the existing work force is overburdened with the organisations tasks and duties but in case of vice versa i.e. there is excess of workforce over workload the organisation needs to remove or transfer the excess workforce to the area where there is shortage of the same. This analysis proves that both over staffing and understaffing are undesirable and gives the organisation a negative outcome (Redrup-May, 2010).

Recruitment

It refers to the process of attracting or asking more and more relevant people to apply the job position vacant in the organisation. After making the above analysis and doing the comparison task the next job of the team leader of the human recourse department to induce more and more people to apply for the vacant job position so that there is more choice available for the organisation and to select best out of all which would be beneficial for the organisation in the long term. The recruitment functional is always beneficial as it always helps in getting more and more application forms which makes it easy to do the selection process.
Though there is a possibility of recruitment through internal process also through transfers, promotions and lay off which is much more economical and fast way of recruitment comparing with appointing the same from external source still to expand in near future the company has to recruit from the external source (Redrup-May, 2010).
Some of the major external sources of recruitment are as follows

• Advertisement of job positions
• Casual callers
• Advertisement at organisation gate generally for lower position jobs
• Job consultants
• Placement agencies
• Web publishing
• Campus recruitment
• Contractors
• Direct recruitment
• Recommendations

This helps the organisation to meet the requirement of the employees from outside the company to fill the larger number of job position which cannot be met through internal source. This helps to attain fresh blood with new talent needed to perform the existing job plus there is wider scope of choices available in the external environment. This also creates competitive sprit among the exiting employees when outsiders join the organisation with best latest technical knowledge and this helps them to focus on their self updating. On the other hand in case of internal source of recruitment if possible then it’s a very economical way of approach which motivates the exiting employees if it ends up with filling the senior vacant position by way of promoting the existing employees, those employees are very familiar to the rules and regulation of the organisation and they are deeply rooted with the environment and culture of the company thus resulting in less employees turnover (Redrup-May, 2010).

1.2 Assess the impact of legal, regulatory and ethical considerations that are needed for the recruitment and selection process

After basic selection from the pool of application i.e. screening the job applications at primary stage as in our case of airline industry for the job of cabin crew the application of highly qualified person is irrelevant and such applications are rejected at initial stage (Kadam, et. al., 2016).
Then it comes to primary interviews of the candidates selected above. This may be conducted by any of the human resource manager, no skill based question is asked in the interview. Very basic and simple question related to job or status profile and comfort ability of the person is enquired.
As in our case of airline industry cabin crew recruitment general primary questions may be asked are: -

• Comfort of candidate to perform rotational shifts or night shift
• Marital status
• Comfort of candidates on job transfers and continuous travelling
• Questions relating to schooling, college etc.
• Marital status of the person (Kadam, et. al., 2016)

The primary interview is conducted to check the confidence of the person whether the candidate can handle the trivial situation or not at crucial times.
After the primary interview there is selection test generally there is written test to find out practical knowledge of employees. The test is conducted as per the requirement of the organisation. These tests are generally tailor-made. As in our case for the airline industry different type of test can be conducted depending upon the job profile for the recruitment of profile of cabin crew. Some of the common example of the tests conducted is

• Airline company may ask for some accounting entries for the accounts job or some particular type of software knowledge for teller job
• Form filling previous job experiences and can ask situation based question i.e. company may ask solution on the basis of personal decision making of the candidates
• Other test may include aptitude test, personality test, skill test, general intelligence & interest test etc (Kadam, et. al., 2016).

From the above candidates those who clear the above tests are called for the interview, and to conduct the same the panel of experts with the knowledge of the relevant field is called. These people ask the candidates the questions related to their job, this can be further called skilled based interview which is basic to the performance of the job of the employees. As in our case in airline industry cabin crew does not require highly skilled employees or the personals with high level of qualification then generally this level or phase of work is skipped and moved to next level of selection process which is basic to any job vacancy selection that is fulfilling of the legal requirements (Kadam, et. al., 2016).

1.3 Take part in the selection process

Some of the basic legal requirements are which are to be checked at the initial phase of selection process

Checking references and background

In application form candidates are asked for two professional references. This includes name, their organisation, mobile number and relation with the candidate. Organisation can cross check the references given by the candidate on the basis of information provided by him.

Medical examination

Before appointing the selected candidate the organisation send the employees for the complete medical fitness test to make sure that the selected employee is comfortable to do the required job or not. In some cases of appointing labour for the job of cabin crew in airline industry the company apart from conducting detail medical fitness tests required as per requirement of the job insure the candidate from the future mishappening.

Contract of employment-

 The final task to get all the terms and condition of the employment signed by the employee. It includes

• Job title
• Duties
• Responsibilities
• Hours of work
• Leave rules
• Pay
• Allowances
• Probation period
• Rules and actions (Mooring, 2016)

1.4 Evaluate own contribution to the selection process

General Requirement of cabin Crew

• His/her age should be 18 or 21 at the time of joining.
• Minimum Height should be 160cm or 5‘2”inches.
• He/she should be fluent in speaking and writing in Hindi or English.
• She/he should be Physically Fit & Fine.
• Their Body Mass Index should be in between 18 to 25.
• He/ She should look nice and Attractive.

Job Description

• Most important duty of cabin crew is to provide excellent and satisfied service to customer.
• Every Crew member ensures every passenger that they are safe during the flight. Every crew member should be well aware of all the security equipment and emergency exits of the passenger during the emergency
• Their duty is to provide safe landing of passenger with all emergency equipment
• All the stuff in the plane should be as per the number of customer and they should be properly hygienic.
• Provide time to time announcement in the plane.
• Provide instruction regarding all security and emergency exists.
• (Mooring, 2016)

Qualifications

• She should be 12th or Senior Secondary Pass with the subject of Maths.
• Good Communication and Fluency in English or Hindi

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Task 2

Presentation

Reader notes

Management is an all time necessary function to be performed regularly in the entire organisation irrespective of its size, nature & functionality. Its scope of work is not only applicable in profit making business organisation but also non profit organisation to do its basic functionalities which are necessary for its existence. Management is a universal function and it is an all time activity .
No organisation can work smoothly and efficiently without management. Management is getting things done through others with the sole motto of attainment of goals & objective of the organisation using resources in most efficient and effective manner.

Famous example of companies where management plays an effective role

• HCL has become a famous brand over a period of time because of its effective and proactive efforts of management
• Pepsi, coke has become a leading soft drink company due to group efforts of management board and their group of managers

Leadership is a process of influencing others toward achievement of common goal. It helps in inspiring a guiding the employees and bring change in behaviour through a series of continuous process. The biggest task for every business organisation now a day is to channelize the resources whether it is human resource or other management. To effectively and efficiently utilise the available resource a good leader must be confident enough and use his motivational skills among the employees to attain the best possible outcome. Main features of leadership are as follows.

• Leadership influences the behaviour of others in the most positive manner
• Leadership tries to improves productivity using the available resources in most effective and efficient manner

Examples of leaders who took the companies out of crisis from the difficult situation to the successful organisaation.

• TD industries in the late 1980’s avoided bankruptcy by motivating employees
• Steve job turned apple from a loss enterprise to biggest revenue generating organisation with his innovative technical skills in a short span of time. He restored the apple’s lost market image and made it a biggest renowned brand in the global market
• Ed Whitacre, CEO of GM (General Motors) took the company out of bankruptcy and government bailout. His innovative and customer reach projects made the General motor a renowned brand and in a short span of time of his leadership GM launched the biggest IPO in the history
• Richard Teerlink, CEO of Harley Davidson joined the company when it was facing the huge competition from existing market rivals and the great brand was struggling for its existence. Richard’s efforts increased the market share to 50% which helped in increasing the overall turnover of the organisation

It is rightly said "there is nothing permanent except change” and change is the most difficult task to handle. It is a leader who motivates and stimulate the employees towards acceptance of a beneficial change.
A good leader must process appropriate knowledge and skill to handle the unfavourable outcomes even sometimes due to change in external environment which is un controllable.
If there is any change in organisation a good leader must initiate for change from his side then his team will be motivated to follow accordingly

• Increment in pay and financial allowances- linking pay hikes and other allowances act as a stimulator for the employees to perform best to their ability
• Giving bonus, commission & incentive on extra-ordinary efforts of employees
• Creating option of profit sharing to create sense of belongingness in employees
• Retirement benefits and other monetary perks & fringe benefits

Money is not always a motivator for the employees. Generally people at high jobs or position need to be socially recognised to keep them motivated toward their work. Sometime esteem needs of employee need to be satisfied. And on the other part at lower level fear of losing job may not make employee comfortable in doing his task more efficiently and effectively, so job security comes in place. By giving employees confirmation letter puts a great impact on his mental behaviour.

Task 3

3.1 Assess the benefits of team working for an organisation

Teamwork in a Cabin Crew must exist and it is vital part of the airline industry success and smooth running of daily tasks. Each and every person is accountable for own tasks and responsibilities assigned by team leader. First of all we considered the main goal of the organisation& divide the task or gaol in the team to maintain customer satisfaction and their safety wizards so we have to make planning by considering both the things in mind. All the training and development with fail in the absence of team work. It is rightly said “alone gram cannot burst the flood” (Kennedy, et. al., 2015).
Make planning to cope up in emergency scenario and perform mock drills in team such that no customer is dissatisfied with services provided by the crew members and have safe and secure landing of passengers. All the work should be divided as per their department and there should be authority subordinate relation plus there exists a responsibility of getting the task done in respective deadlines. Monitoring will be done on the basis of test check done by the leader, through the feedback from the passengers, cross check by the other crew members. Team work helps to perform in emergency when if there is no teamwork then the possible result will be more trivial. There should be regular mock drills and process audit to be taken place to cope up with the emergency situation. With the previous experience of vulnerabilities to threats such areas to be kept more focused and the all the possible events of disaster should be looked, there should exists a sense of responsibility from every team member to work in a coordinated way to form a proper team. Further the best possible solutions for the disaster should be documented and should be known to all the responsible crew members for recovery of it. There should be effective communication between ground crew members and flight crew. Security crew should play a vital role any suspicious things to be reported to the ground security staff (Kennedy, et. al., 2015).

Benefit of team work

• Each and every person is accountable for own tasks and responsibilities assigned by team leader
• Complete knowledge of airline products.
• Team work reduces unwanted risks.
• Promotes a sense of ownership among the crew membership and takes vital and beneficial decision for the organisation
• It increases quality of customer service
• The information which is communicated to all the members of the team and the regular mock drills and audit create great sense of learning among the crew members.
• Sharing problems with the team give more accurate and innovative quick solutions for the trivial problems which also creates sense of belongings among the members of the team, further they start taking ownership of the issues when they are recognised for taking active part in team building activity.
• When it comes to working in team a positive team work will avoid rumours to be spread (Smith, et. al., 2016).

3.2 Demonstrate working in a team as a leader and member towards specific goals, dealing with any conflict or difficult situations

The crew leader is the important element of channelizing the crew in the right direction. The importance or benefits of having a good leader in the team are follows:

It helps in motivating & giving guidance to the crew team:  As they have direct contact with the crew team they motivate the crew for higher performance and achievement of goals and objective of the team. Therefore the good leadership is a trigger for effective change, success & development of the organisation

It helps in creating confidence or boosting the morale of employees: Generally crew is unaware of their hidden talents which is much beneficial for the growth of individual or company as well, it is on leader part who finds that hidden treasure by supporting and encouraging them for the best possible outcome (Oropesa-Vento, et. al., 2015).

Improves service quality: It is on leader part that motivates build confidence and corporation among employees to develop them and results in maximum utilisation of resources effectively and efficiently which improve the quality of service provided by them. This ultimately results in maximum customer satisfaction

Improves job satisfaction and reduces employee turnover: The job satisfaction does not totally depend upon financial benefits only. It also depends upon behaviour of team leaders and business environment of the organisation. A good leader also focuses on taking the right decision at worst scenarios (Oropesa-Vento, et. al., 2015).

Improves team morale: A good leader always focus on giving importance to group goal rather than individual performance to achieve the organisational targets. This helps in improving the internal morale of the team further encouraging the employees to work collectively in unity (Oropesa-Vento, et. al., 2015).

3.3 Review the effectiveness of the team in achieving the Goals

Job Knowledge & presence of mind

Integrity and honesty: - A good leader must follow ethics and values then only he can expect his crew to work on the same path

Effective communication skill: - A good leader must be a effective communicator too such that he can share his instruction and information to its crew in most effective, presentable & understandable manner

Socially active: - A friendly behaviour with the employees and creating supportive environment so there is no space of hesitation or shyness while doing the job. Further social relation should be maintained with his subordinates (Mason, 2013).

Active listener & speaker

A good decision maker: - A good leader should not get confused while taking decision he should be clear about facts and figures required for the decision should be take while looking various task and exiting crew members

Initiative taker: - To grab the opportunities in the external market the leader should actively initiate and take bold decision. He must take risk to positively convert into best possible outcome (Mason, 2013).

• Effective motivational skills
• Self confidence
• Sense of responsiveness

Task 4

4.1 Explain the factors involved in planning the monitoring and assessment of work performance

Planning and monitoring & assessment of work performance of the cabin crew of the airline industry are closely related. The relation between both planning and monitoring is explained on the basis of few parameters that in case of planning it is necessary to pre decide that what should be planned and how it is to be planned in the end when and by whom it should be done. Planning is that activity that creates the bridge to fulfil the gap between the initial stage and our destination (Sidorkiewicz, et. al., 2016).
Monitoring helps to keep an eye on that what we are doing is according to the desired plan or not and if there is any deviation steps or measures are taken to fulfil the gap or lacking. Father this task makes it clear that to cope up with the planned desired standards or plans

Age group: - Age group in between 18-30 will be able to handle all the problems arise during the travelling easily. They can choose any other alternative in case of emergency. Focus is more on the old age people like providing the old disabled persons wheelchairs for smooth passage and chose the alternative easy approach for the smooth exit at the time of emergency (Sidorkiewicz, et. al., 2016).

Cultural differences: - During flight no one should discriminate on the bases of differences in race, caste, colour etc. It is duty of the crew to maintain dignity of the passenger. There should be strict laws to be followed by all the crew members on the discrimination issue.

4.2 Plan and deliver the assessment of the development needs of individuals

Planning & delivering the assessment to ensure the needs of cabin crew using the below mentioned tools can be achieved

Motivation – It is inducing the cabin crew working in company to get their inner state of desire fulfilled to make them perform to the best of their ability to achieve the goals and objective of the organisation. It is more of a psychological phenomenon which is dynamic and continuous process. This improves overall efficiency of employees. Employees of cabin crew can be motivated to perform their task both in monetary and non monetary ways (Patterson, et. al., 2011). Some of these are

Monetary motivation

• Increase in pay / allowances
• Bonus
• Commission
• Other monetary perks  & fringe benefits

Non monetary motivation

• Promotion
• Job security
• Employee recognition (Peters & Petrill, 2011)

Communication

Communication in cabin crew employees is mandatory for achieving goals and objective of the business and to cope up with the trivial tasks easily. It is exchanging of messages instructions in a proper channel between two or more person to get the job done effectively. It is a two way process which provides data for routine decision making task & helps in smooth working of the enterprises. Communication channel depends upon nature of information to be transferred

Delegation

Delegation means to transfer work or overall task of the organisation to many employees working there. For example in a crew there are lot of work in flight like providing food, stuffs, guiding passenger for seat belt etc...So a good team leader should delegate the work in small parts or by department wise. Like food department will be handled by the 2 crew member and other luggage department handled by another team. It is implied as we delegate some responsibility we need to delegate some authority so we have to give power to crew member to access in other department in case of emergency or shortage of crew member (Peters & Petrill, 2011).

4.3 Evaluate the success of the assessment process

On comparison of actual performance with the planned performance like for example number of customer complains in flight are planned to be maintained below 5% of the customer travelled in flights during the month it was found that the complains were around 6% of the customer travelled. There exists t he deviation between the plan and actual performance. Then the next foremost step is to detail out the deviation and reasons for it. The team leader should find the root cause of the deviation and try to remove or eliminate such cause of deviation. There are some tools which are suggested for the airline industry to evaluate the success of the assessment procedures (Warth, et. al., 2012).

These include: -

Feedback & Disciplinary: The monitoring function in the airline industry does not end by mere taking corrective action by removing cause of deviation as it is a continuous process. After giving the report for corrective action a feedback report is prepared. Action taken against faulty employees makes other employees cautious of not repeating the same mistake (Warth, et. al., 2012).
This includes detail list of

•  Reasons for lacking of not meeting the standard plans
•  Inefficiency in working of cabin crew and reasons for dissatisfaction of customers
•  Taking corrective action by giving warning to the faulty employees, even sometime taking strict action in case of serious default

It helps to create base for the future purpose and formation of rules and regulation accordingly

Appraisal & promotions

Appraisal means mere increment in the salary but the advertisement and promotion means assigning high number of responsibilities and duties to achieve the goal of organization. When any person got promoted, he is well motivated and dedicated towards work and tries to achieve more and more targets for the organizationPerformance appraisal provides rating to the employees; those have high ratings get more benefits in the monetary and non monetary part. These ratings are given by the manager which is based on the work done by them.
It is based on the performance done by them to achieve the target like increment in the turnover or increment in the profit or based on customer feedback and satisfaction (Warth, et. al., 2012).
Appraisal is calculated on the basis of target achieve by him from the point from which he had last achieved. Appraisal increase efficiency, working power, performance and it motivate the entire employee to do work very hard

Conclusion

It is concluded that there are various management activities are performed in the form of recruitment and selection of an write person for a write job. It is management responsibility to take care of the legal and other regulatory activities during their recruitment and selection process along with their impact that enhance their overall functionality.  There are different set of leadership styles that get followed by the leaders in order to process the activities. It is very important to perform in a team as it helps in getting their set targets and other activities. Management need to take care of their employees and their motivation so that they perform effectively as well as efficiently in order to meet out their requirements. With the help of motivation they effectively work with them and remain loyal towards their business organisation.

References

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Kadam, R.A., Borde, S.U., Madas, S.A., Salvi, S.S. & Limaye, S.S. 2016, "Challenges in recruitment and retention of clinical trial subjects", Perspectives in clinical research, vol. 7, no. 3, pp. 137-143.
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