Business Management Flashcards
How are “mission statements and vision statements similar?
“Mission statements and vision statements are similar in that they are both intended to clarify the objectives of the organization.”
What is a mission statement?
“mission statement is only intended to define the broad mission an organization is attempting to carry out on a daily basis.”
Why are mission statements important?
“A mission statement is a declaration of the reason an organization exists. This is important in determining standards, values, strategies, and other organizational aspects and serves as a guideline for establishing the processes to achieve goals. ”
What is a “vision statement”?
“A vision statement is intended to define the specific goals an organization hopes to achieve in the future.”
Why is a “vision Statement” important?
“A vision statement is a declaration of the goals the organization wishes to achieve at some future point, which is important in designing and implementing the strategies necessary to meet those goals.”
What are the two main operational structures used?
organic and mechanistic.
What are the characterisc of a mechanistic structure?
“ A mechanistic structure is any structure in which the operations of an organization are extremely well regulated and defined. Mechanistic structures are usually centralized, have a large number of departments, have a large number of managers with very limited spans of control, have an extensive chain-of-command, are extremely formalized with a large number of policies and procedures, and usually have a large number of extremely specialized tasks.”
What are the characterisc of a organic structure?
“An organic structure, on the other hand, is any structure in which an organization is loosely regulated and possibly less defined. Organic structures are usually decentralized, have a small number of departments, have a small number of managers with each assigned a large span-of-control, have a short chain-of- command, have virtually no formalization so that only basic policies and procedures are established and usually have fewer specialized tasks than mechanistic structures.”
“As a result, the specific type of structure that is best suited for a particular organization can vary depending on the specific situation. If an organization wants or needs to maintain control of the individual processes and tasks that are performed by the various parts of the organization and the organization is in a business environment that is relatively stable, then it may be wise for the organization to use which structure? .
to use a structure that is more mechanistic.”
“If the organization is in a business environment in which it needs to implement changes frequently and/or creativity is essential to the its success, then which structure should the organization use?
then it may want to use a structure that is more organic.
“However, regardless of whether an organization is primarily mechanistic or primarily organic, it is impossible for an organization to be completely mechanistic or organic, as each organization needs some combination of the two operational structures in order to continue functioning.” True or False
True
How does a bill become Law?
“The process of creating a new law begins with a bill being introduced by either the Senate or the House of Representatives. The bill is then referred to a committee that determines if the bill should be considered further by a subcommittee, considered further by the entire floor of the House or Senate, or if the bill should be ignored. If the bill reaches the floor of the House or Senate, the bill is debated and a vote is taken to pass or defeat the bill. If the bill is passed in the Senate, then the bill is passed on to the House to be considered in the same way and vice versa. After both the House and Senate have approved a particular bill, the bill is sent on to the president to be signed into law. However, the president can veto the bill (refuse to sign it into law), or the bill may be returned to congress. It will become law automatically if the president ignores it for 10 days while Congress is in session. It will die automatically if it is ignored until after Congress is out of session.”
What are the three common ways an HR professional can influence upcoming legislation?
“the three most common methods are by : mail:“To influence legislation by mail, a formal letter can be sent to an “elected official such as a state senator, a congressman or congresswoman, a local mayor, etc.” Elected Officials:“To influence legislation through meetings, a meeting should be scheduled with an elected official or a member of his or her staff to discuss the issue of concern.” or by lobbying:“To influence legislation by lobbying, members of similar organizations, possibly even competitors within the same industry, should be found and the entire group should express their opinions to an appropriate elected official by mail or in person.”
What are the responsibilities an organization to its employees, consumers, investors, and to society, in general?
“These responsibilities include abiding laws and regulations, adopting socially and ethically accepted business practices, reporting fully and honestly, and adding overall value.”
Explain the organization’s governance process?
“is the established policies and procedures designed to meet those responsibilities. The process is directed by the board of directors, or equivalent governing body, and executive management. However, since the responsibilities are mostly ethical obligations, the success of the governing process hinges in the organization’s ethical climate. Thus, the need exists for organizations to encourage ethical values. ”
“The interactive and structural configuration—such as hierarchical or matrix formats—of personnel within an organization that are used by management to influence the behaviors, culture, and objective outcomes of the organization itself. ”
Corporate Governance
What is included in the Corporate Governance Framework?
“The oversight of corporate governance thus requires framework considerations such as roles, responsibilities, and human resources to objectively monitor effectiveness and change the governance structure as needed.”
Organization is governed by what and why?
“How an organization is governed is often a result of the culture within its ranks. Norms such as rules, policies, SOPs, business systems, quality systems, and modes of communication can all influence how governance is executed and in turn how effective management can be”
· Create a code of corporate conduct and ethics so that all members of the firm know what behaviors are expected of them. · Create a policy detailing how leaders and employees will be trained on the code, how any code violations should be reported, how whistle“blowers will be protected, how issues will be investigated, what consequences violators will face, and how reports will be tracked and documented. · Ensure that leaders and board members uphold their fiduciary responsibility and always act with the best interests of the company in mind. · Help spearhead or support environmental initiatives like reducing consumption and waste or using more eco-friendly supplies. What is the above used for? · Help spearhead or support activities that attempt to solve societal problems like poverty or a lack of access to clean water.”
Used to create Effective corporate citizenship and governance system —through HR
“the practice of exchanging information, data, ideas, and opinions.”
Communication
“There are many models that depict complex”
Communication processes
Almost all communications will includes what?
“he sender or source chooses, creates, and encodes the message. The receiver decodes and interprets the message. In between, the message must be transmitted through some communication channel or medium like phone, text, email, video, or broadcast. Communication messages often pass through noise barriers such as environmental sounds, people speaking, traffic, and construction. Removing these barriers can decrease instances of misunderstanding and confusion. Feedback allows the model to be interchangeable, allowing for communication to flow both ways.”
“Delivering messages can be difficult, especially if the context is serious in nature. The message content should be tailored to fit the audience. This requires understanding the roles, expectations, and perspective of recipients. ” How can this be accomplished?
“First, focus on eliminating any barriers or vague wording that may interfere with interpreting the message. Once the proper channel for delivery is selected, it may be important to focus on nonverbal signals and ensure that they coincide with the mood of the message content. Finally, messages should allow for feedback that will lead to follow-up discussions. If the message is complex in nature, such as a business change or new benefits offering, it may be critical to share repeated reminders and have open lines of communication to reduce confusion and ensure success.”
Is an important component of communication that requires paying close attention to what is being said. What is this?
Active Listening
“It often involves making eye contact and appropriately nodding to show engagement. To gain a better understanding, try to understand things from the speaker’s point of view, or visualize what he or she is saying. It is important to be considerate, avoid distractions or interruptions, and respond appropriately. Additionally, try to pick up on emotional cues beyond the literal words that are used. Even if the message differs from your own opinion, try to focus on accepting what the other person has to say rather than being critical. Make sure to fully hear what the other person is saying before formulating your own response. What is this an example of?
When compared to passive listeners, it has been noted that active listeners are more connected and conscientious.” Active listening
“_______ can be written or verbal and should be based upon factual data. Although the process can be emotional, it’s important that ________ be constructive in nature, detailing the quality of someone’s performance or conduct without judging on a personal level.”
Feedback
“_________ should be delivered in a timely, consistent, and positively framed manner. If _______ can be used to give advice or to provide clarity. If disciplinary, the ____should also include required improvements to be made and potential consequences for not meeting the standard.”
- effective feedback 2. Informal Feedback 3. Feedback
“When receiving _______, take the time to carefully consider it and implement it as appropriate. The most important thing to remember about _______ is why it’s being given: to facilitate an improvement.”
Feedback
This “can be used to investigate ideas, opinions, and concerns.”
Focus Group
“_____can be beneficial for clarifying supplemental research because they are relatively timely and inexpensive”
Focus Groups
How do you execute a focus group effectively?
“The topic and objectives of the group should be clearly defined before potential participants are identified. Participants should be notified that their identities will be anonymous and that all information will be confidential. Once a pool of participants has been selected and separated into groups, a trained facilitator should be chosen, and a guide of discussion questions should be constructed. Most studies will contain three to 10 focus groups, each with five to 12 voluntary participants. A private location is ideal, and many discussions will last approximately 90 minutes. Finally, all collected information will be analyzed and reported.”
There are three core elements to a successful staff meeting, what are they?
“1) invite all attendees to share a little, 2) focus on the group and any outcomes that might need adjustment or improvement, and 3) allow time for feedback in the decision-making process.”
Why are staff meeting good?
“Staff meetings are an excellent way to increase organizational communication and alignment, offering an open floor for staff to give feedback on recent messages or events. They are also a low-budget way to promote staff recognition, wellness programs, employee referral programs, and employee surveys. Moreover, staff meetings have a history of improving productivity, workplace conflicts, team synergy, and employee relations.”
What needs to be considered what setting up a staff meeting?
“Moreover, staff meetings have a history of improving productivity, workplace conflicts, team synergy, and employee relations. It is important to consider religious holidays when scheduling staff meetings, seminars, or training events. For example, staff meetings scheduled on Ash Wednesday, Good Friday, Passover, Rosh Hashanah, or Yom Kippur might have low attendance.”
Communication can be transmitted through a wide variety of channels or media, what are they?
Phone, email, face-to-face, reports, presentations, or social media. The method that you choose should fit both the audience and the type of communication.”
include phone, videoconferencing, and face-to-face meetings or presentations —what is this called?
“ Information-rich communication channels” Used if selling a product or service. This is because information-rich media are more interactive, which is more appropriate for complex messages that may need clarification. Rich and verbal communications should be used when there is time urgency, immediate feedback is required, ideas can be simplified with explanations, or emotions may be affected.”
include email, fliers, newsletters, or reports—what is this called?
Information-lean channels, “Lean and written communications should be used when you are simply stating facts or need information permanently recorded.”
_______ between employees and management will often allow employees to have more input in decision-making and ultimately allow employees to become more involved in operations as a whole.
- Strategies encouraging communication 2.However, this does not necessarily mean that every strategy is both a communication strategy and an involvement strategy.”
“It is possible for a particular strategy to be used as both a communication strategy and an involvement strategy because, in many situations, the amount of employee involvement within an organization is closely related to the amount of employee communication. ” True or False
True
“ In fact, a strategy allowing a manager to communicate important information to employees without allowing each employee to respond to or discuss the information may be considered a communication“strategy, but it cannot be considered an involvement strategy. ” True or false
TRUE
“At the same time, a strategy allowing an individual to have more control over a particular task may be an involvement strategy without being a communication strategy, as it does not necessarily encourage an individual to communicate.” True or False
TRUE
“· Delegating authority refers to an employee involvement strategy in which an organization grants an individual the power to make decisions related to position. This strategy allows an individual to become more involved in the organization by allowing certain decisions to be made without receiving permission. · An employee survey, also known as a climate survey, is an employee involvement strategy in which an organization gathers information about the priorities and concerns of employees by having them fill out and submit a form. · A suggestion program is an employee involvement strategy in which an organization gathers ideas about how to control or eliminate problems by allowing employees to submit anonymous ideas. Suggestion programs usually use suggestion boxes, voice mail, etc. · A committee, in this context, is a group of employees within an organization who work together to make decisions related to a particular concern of the organization. Employees may be assigned to a committee temporarily or permanently depending on the concern or activity the committee is designed to handle. · An employee-management committee, also referred to as an employee participation group, is a group of employees who work with the supervisors and managers to make decisions related to a particular concern[…]” What is this based on ?
Involement strategies
“· A brown-bag lunch program is an employee involvement strategy in which an informal meeting is organized to discuss various concerns and issues. Brown-bag lunches are usually organized to take place “during lunch to allow managers and employees to discuss issues and concerns in a relaxed setting. · A department meeting is a formal gathering in which the employees, supervisors, and managers of a particular department discuss the various concerns and issues affecting that particular department. Department meetings usually take place on a regular basis. · Town hall meetings, also known as all-hands staff meetings, are formal meetings in which all of the employees, supervisors, and managers within an organization attend a formal assembly to distribute and receive important information about the organization. Town hall meetings are usually conducted in a similar fashion to a large lecture and may or may not allow for effective two-way communication. · An open-door policy is an employee involvement/communication strategy in which employees are encouraged to share information or suggestions with managers or supervisors by assuring them they will not be adversely affected by what they say. Open-door policies are designed to establish effective communication between managers, supervisors, and employees by removing barriers preventing or discouraging the discussion of important issues with supervisors or managers. The primary advantage of an open-door policy is that it allows the organization to identify problems[…]”
Communication strategies
Can come in many forms within the workplace. Most employees appreciate it when management is ________ with information, such as health-care costs and pay rates, or future changes, such as mergers or acquisitions on the horizon. ___________ may also be a tool for removing obstacles to diversity. Being _____and openly communicating with staff during decision-making processes can also build employee trust and be leveraged as a recruiting or retention tool. The Internet provides job seekers with ______ information about a company’s culture, benefits, average pay, and interview process.”
Transparency; transparent
“_________ is vital in human resources practices. Maintaining the __________- of all employee records is imperative. This may include social security numbers, birth dates, addresses, phone numbers, email, benefits enrollment, medical or leave details, earnings history, garnishments, bank account information, disciplinary action, grievances, and employment eligibility data. When employee record information is requested for legitimate purposes, a written release signed by the employee should be obtained and kept on file. Examples of these requests might include bank loans, mortgage applications, or employment verification. Companies should also consider implementing __________ or__________ so employees are aware that databases, client lists, and other proprietary information must be protected and sharing these records will have serious consequences.” Excerpt From: PHR Exam Secrets Test Prep Team. “PHR Exam Secrets Study Guide:.” Apple Books. https://books.apple.com/us/book/phr-exam-secrets-study-guide/id577932615
- Confidentiality 2.Non-disclosure
“___________ is similar to confidentiality. It provides staff or participants the ability to partake in activities __________ without their names being provided. Employers may have employees take a survey or evaluate their managers under _________ to eliminate any fear of retaliation. Individuals may also report a complaint or immoral practice, such as harassment, to management and request _________ so they are able to remain nameless. However, these complaints should be carefully investigated before being acted upon to ensure legitimacy.”
Anonymity: anonymously
“___________comes from developing and sticking to an internal code of ethics that deems what is right and what is wrong. It is strengthened by choosing thoughts and actions that are based upon an individual’s moral principles and personal values, as opposed to personal gain or popularity. Some values of __________might include character traits like honesty, trustworthiness, kindness, courageousness, respect, and loyalty. Some examples of _________ might include: helping an elderly neighbor with yard work or home repairs, even when it might not be convenient. It is these behaviors that develop an individual’s ___________ and reputation. The stronger one’s sense of __________, the less likely he or she is to succumb to corruption.
Personal Integrity
_________ involves choosing actions that adhere to moral principles and an internal code of ethics. It originates from an individual’s values of right or wrong and leads to behaviors that are honest, fair, kind, courageous, and respectful. __________-avoids corruption or any potential conflicts of interest and develops professional credibility. It is also the proven virtue and quality of possessing high professional standards. _________ and character have received increasing attention following corruption headlines about Jimmy “yard work or home repairs, even when it might not be convenient. It is these behaviors that develop an individual’s _________ and reputation. The stronger one’s sense of personal integrity, the less likely he or she is to succumb to corruption.”
Professional Integrity
“_________ involves choosing actions that adhere to moral principles and an internal code of ethics. It originates from an individual’s values of right or wrong and leads to behaviors that are honest, fair, kind, courageous, and respectful. ____________ avoids corruption or any potential conflicts of interest and develops professional credibility. It is also the proven virtue and quality of possessing high professional standards. _____________ and character have received increasing attention following corruption headlines about Jimmy Hoffa, Enron, Bernie Madoff, and even Martha Stewart. Moreover, leaders who demonstrate unyielding ___________ frequently have a greater following of employees and customers.”
Professional integrity
“__________ ensure that business is conducted in accordance with rules, legal regulations, and industry standards of practice. Additionally, an ________ makes moral judgments based on fundamental__________ that are rooted in their personal character, not based on a situation’s potential gains. ”
1.Ethics and compliance officers; 2.Agent: 3.ethical principles
“_______occur when a corporation or individual is faced with a conflict of interest or actions that are blatantly wrong, deceptive, or may have uncertain consequences. Many _____ value profit over moral principles. ”
Ethical Dilemmas Ethical conflicts
