Business Fundemantals Essay Example
For any business to succeed, proper management is key and more, so teamwork plays a critical role in the success of the organization. The organization is introducing a new software in handling accounting which requires high levels of teamwork. There is a team at Singapore, and it will be essential for the managers to be aware of various issues relating to the proper management of the teams. Following this, the report has taken to discuss the motivation theory and the group dynamics as some of the important things that the manager will need to be aware of in managing the new team in Singapore. The report has discussed some of how the manager can manage a team efficiently and at the same time keep them motivated. As the report has documented, some of the ways of motivating a team are through celebrating their performance, effective communication, as well as enhanced collaboration. In ensuring effective team management and creating a positive group dynamics, the report has documented that the manager will need to ensure there is improved collaboration, communication, competency, and setting of clear goals.
The team in Singapore consists of different kinds of members who are motivated differently and have varying levels of experience and accounting expertise. Following this, as a manager, it is imperative to become aware of the various management theories that would assist in managing this team effectively to achieve the common goal at hand. The two management theories that the manager would need to understand include the group dynamics and the motivation theories. Understanding the group dynamics is important is because typically individuals tend to take on specific behaviors and roles as they work as a team (Lucas and Kline, 2008, p. 279). On the other hand, understanding the motivation theories is important in that it will help the manager to know the forces which energize the behaviors of the team members and gives them the direction towards achieving the desired goal (Latham and Pinder, 2005, p. 485). Therefore, the report will seek to discuss the group dynamics and motivation theories as for the management theories that my colleagues need to be aware of as they prepare for their assignment in Singapore.
The group that my colleagues will be working in Singapore consists of four individuals each with different expertise, age, priorities, and personalities. All of these members of the group will need to work together to achieve the common goal which is to embrace the new software system which has been presented in the organization. These team members have worked together for quite a while, and they understand each other regarding their similarities and differences. As studies have documented, it is essential for a group to have a positive dynamic if they are to be productive and creative if they are to work as a team (Sweet and Michaelsen, 2007, p. 40). Therefore, it will be important for the manager as they go to Singapore to make it their priority to create a positive group dynamics.
It will also be essential to understand the type of group in Singapore. This group is a functional group which was developed by the company with the aim of achieving distinct goals in the long run (Abrams et al., 2008, p. 450). This group is expected to remain still existent even after they accomplish the desired goal which is to implement and integrate the new software systems into the financial department.
Regarding the stages of the group development, the group in Singapore is in the performing stage. This is because the group is already a functional group in that the group members perceive themselves as a team who will all need to be involved in accomplishing the desired goal of the company. As has been noted above, every member of the group has different professional skills and makes unique contributions to the success of the group. Additionally, the norms of the group are followed closely, and each of them puts some amount of pressure on each other to ensure that the group is effective in the long run.
Building an Effective Team from the Group
As research has documented, although all the teams are groups, not all the groups are considered to be teams. The manager will have to focus on ensuring that they are working with a team and not simply a group of professionals (Schermerhorn et al., 2014). In a broad sense, there will be the need for the manager to ensure that all the members of the group feel as though they are part is something that is bigger than themselves regardless of the professional skills that they have and their age differences (Ballard, Tschan, and Waller, 2008, p. 328). This is, therefore, to mean that the manager will need to develop an environment where there is team-orientation by affirming to them that each of them makes a significant contribution towards the achievement of the intended goal (Frances, 2008).
Teams are evidently better as compared to groups. This is because the teams are usually responsive and flexible to an environment that is dynamic which is what is happening in this case (Ballard, Tschan, and Waller, 2008, p. 340). The organization is changing the way the finance department will be operating across all the branches of the organization which means that the employees in that department will need to adjust to this change. Therefore, precisely, the manager will need to make all of the team members to share the perceptions of one another regarding the changes that are about to take place so that they can understand everyone’s perspectives of the task (Ballard, Tschan, and Waller, 2008, p. 350). Additionally, the manager will be required to solve the problems that may arise in the process because of the differences in the personalities, experiences, and expertise in a collaborative and cooperative manner (Lucas and Kline, 2008, p. 280). In doing all of this, then the manager will have started on a positive note which is ensuring that every team member is on the same page as far as being productive and successful is concerned.
Ensuring Team Effectiveness
In the management of the team, the manager will need to tell all the members of the new team of what exactly is expected from them regarding their performance. As studies have suggested, it is crucial for team members to understand why they are there in the first place (Bryant and Albring, 2006, p.241). In this case, the manager will need to explain to the four members that the organization will be changing how they work where there will be a new software system which will be centralizing their accounts processing in the world (Bryant and Albring, 2006, p. 247). Following this change, all of them will be expected to work efficiently as a team as this is the only way that this change will be fruitful for the company.
Secondly, the manager will need to ensure that all the team members participate in the activities that they will engage in, depict some levels of commitment in achieving the goals of the team and the company, as well as feel that the mission of the team is paramount. This kind of commitment will only be achievable if the members of the team perceive that what they do is valuable to their careers and the organization at large (Choi, 2002, p. 193). It will be the role of the manager to ensure this happens.
Collaboration is also an important aspect that the manager will need to ensure that exists (Frances, 2008). The manager needs to oversee that the team members understand the group processes and that each one of them is working cooperatively with all the other team members (Choi, 2002. P. 195). In doing this, the manager will be required to ensure that all the team members understand the responsibilities and the roles of everyone.
Finally, the manager will be required to ensure that there is an effective and open communication among the team members. It is the responsibility of the manager to make all the members of the team knowledgeable of their tasks and at the same time receive the necessary and regular feedback from the team members (Bryant and Albring, 2006, p. 250). Adequate communication between the team members and the manager is paramount in ensuring that everybody is moving in the right direction.
It will be of utmost importance that the manager focuses on the motivation aspect of their team members. The motivation theory or theories are essential in providing a deep insight into the behaviors of the individual employees (Latham and Pinder, 2005, p. 490). The knowledge of these theories is considered essential because motivation is critical if the manager is to ensure that their team members are productive. Even if the team members have the professional skills and knowledge and they lack motivation, then their productivity becomes jeopardized (Latham and Pinder, 2005, p. 510). Following this, it will be crucial for the manager to understand some of the motivation theories including the content and the process motivation theories.
Content Motivation Theories
It is crucial for the manager to understand the content motivation theories which is primarily about evaluating what motivates the employees. In doing this, the manager will be required to determine some the needs of the team members and try to relate motivation when it comes to the fulfillment of those individual needs (Dweck, 2000). The manager will also be in a position to know the needs of the team members that drives their behavior and the reason why they possess the different needs in different times (Gagné and Deci, 2005, p. 350). Each of the four team members has different goals in life with some being related to their jobs and others being personal.
Herzberg’s Two Factor Theory
This is one of the motivation theories which is related to the satisfaction of the team members with what they are doing. Among the factors that may result in the satisfaction of the team members will include a sense of responsibility, recognition, achievement, and advancement (Lundberg, Gudmundson, and Andersson, 2009, p. 890). These factors are what are known as the motivators which are related to the needs of the team members to grow. Therefore, the manager would need to assign different responsibilities to the members, recognize what they are doing for the team, and also appreciate their achievements (Dartey-Baah, and Amoako, 2011). Doing this will enhance the intrinsic motivation of the team members since it will result in high levels of fulfillment.
Ways of Keeping the Team Members Motivated
Fostering high levels of collaboration among the team members is one of them. The manager can try to encourage every member of the team to participate in making the team better and more productive through inviting their suggestions and input regarding the best way to do things in a better way (Schermerhorn et al., 2014, p.320). The manager can do this by asking them questions and listening to their answers carefully and in the end, implement these solutions when possible. This will motivate them to be more creative, feel engaged, and in turn develop a very productive and motivated team.
The manager can motivate their team by overseeing that there is proper, open, and effective communication between the manager and the team members. The manager could give the team members some regular updates in the way they are progressing as a team as well as regarding their performance (Schermerhorn et al., 2014, p. 323). The manager can create an environment where the team members can easily communicate with one another and the manager about anything to create a peaceful and productive working environment.
The manager could also strive to celebrate both the team and individual performance. This will result in keeping them motivated that their contribution towards the team’s success is appreciated (Kearney, Gebert, and Voelpel, 2009, p.590). Precisely, in celebrating the performance of the team members individually, the manager could maybe make use of the company’s newsletter to highlight these achievements for recognition by their colleagues (Kearney, Gebert, and Voelpel, 2009, p.590). In celebrating the performance of the team, the manager could share with the other members of the organization these achievements using post-performance charts in the company’s meetings.
The company is changing the software system in handling the accounts of the organization globally where there will be the central management of all of these accounts. In managing the team in Singapore, the manager will need to be aware of some management theories including the group dynamics and the motivation theories. The group is a functional group which is its performing stage. The ways of building an effective team and managing them appropriately have been discussed including enhancing collaboration, communication, and setting clear goals among others. On the other hand, motivation is also essential to ensure the constant productivity of the team members. Content motivation theories and specifically, the Herzberg’s Two Factor Theory have been used to explain this. Some of the ways that the manager can keep their team members motivated are through enhancing collaboration, celebrating their performance, and efficient communication.
During my stay in Singapore, I learned several things regarding the proper management of a team. I was working with a team of four members with different ages, priorities, professional abilities. Among the things that I learned regarding how to manage a team includes communication, and building trust among the members of the team. I learned that proper communication is critical to the success of the team which will entail effective communication with the team members. Communication is essential in team management in that it will enhance the team’s flexibility, as well as the team’s ability to make proper and efficient decisions (Schermerhorn et al., 2014). Also, I learned that trust plays a critical role in the success of a team. It is the responsibility of the manager to build this trust among the team members where they will be able to trust one another and in the process enhance team building among the members (Schermerhorn et al., 2014).
The key management areas that I believe are crucial to the success of managing a team include having a common goal and clear definition of responsibilities and roles (Kearney, Gebert and Voelpel, 2009, 590). A common goal is whereby that one common purpose directs all the members of the team that they intend to fulfill for the benefits of their professional development as well as that of the organization. This goal needs to be one which all the members of the team are ready and willing to pursue (Kearney, Gebert and Voelpel, 2009, 590). On the other hand, it is important for the team managers to define the distinct roles and responsibilities of each team member as well as the that of the entire team in accomplishing the ultimate goal at hand (Kearney, Gebert and Voelpel, 2009, 590).
Setting a common goal is important to me as a developing manager because it will enable me as a team manager to guide the team members to lead the members in the right direction of achieving the set goal. Also, I realized that if a common goal lacks, then there will be numerous instances of conflicts between the team members regarding their objectivity which will, in turn, make them lose their focus in the process. The lack of a common goal may also make the members less motivated and maybe divert their attention to other things because they lack interest and belief in the set goal. Therefore, the priority would be to align the objectives of every team member within the team and ensuring that every member is willing and have the expertise to pursue this goal.
On the other hand, I realized that among the significant reasons of a successful team is having roles and responsibilities that are poorly defined. When the roles of the team members are not clear, then their contributions in the team and the success of the team will be very minimal. Following this, as a manager, I can ensure that the roles and responsibilities of the team are defined clearly through first assessing the team’s mission to know the things that are required to achieve the common goal. Then, I could outline the responsibilities and roles of every team member in the team and then make sure that the entire team is working as an integral unit.
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