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business > Unit 3.4 Effective People Managment > Flashcards

Unit 3.4 Effective People Managment Flashcards

1
Q

What does organisational structure shows

A

How people and management are organised in a business

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2
Q

What is a organisation chart and what does it show

A

A diagram which shows the internal structure of an organisation.
Shows the management hierarchy in a business.
Illustrates the key concepts e.g span of control, line management,chain of command.

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3
Q

What does organisational structure determine

A

Authority and responsibility, individual job roles and titles, people who others are accountable for, formal routes through which communication flows into the business

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4
Q

What is authority

A

Power or right to give orders, make decisions and enforce obedience

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5
Q

What is subordinates

A

W person under the authority or control of another within an organisation

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6
Q

What is divisional structure

A

As a business grows and becomes more complicated it often organised itself along business units or divisional lines.

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7
Q

Why do we use divisions

A

Makes sense to grow similar businesses/ products together. Specialist/ expert management can be employed and shared to help budgetary control. Used to manage a business in the same area.

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8
Q

What is the span of control

A

The number of employees who a manager is responsible for

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9
Q

What is the characteristics of a narrow span of control (e.g only 3)

A

Helps more effective communication

Allows for closer supervision of employees

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10
Q

Characteristics of a wide span of control (e.g 7)

A

More appropriate if labour costs are significant - reduces number of managers
More Layers in the hierarchy acquired
Gives subordinates more chances for independence

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11
Q

What is a chain of command

A

Describes the lines of authority within a business.

                 Sam
                 |       |
    Brenda       Chris
                               |
                             Sharon
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12
Q

What are the difficulties arising from a long chain of command

A

Distortion of message as it needs to go through more people so could change and be given wrong

Managing change as if it’s long chain so has to get to everyone and is a lot of effort to move around all those people

De-motivated workers as they won’t feel as if they have important jobs and are constantly watched

‘Tribe mentality’ as if an employee in the chart think to do something e.g strike the rest in the layer will follow disrupting business

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13
Q

What is delayering

A

Removing layers of management from the hierarchy of the organisation

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14
Q

What are the benefits of delayering (5)

A

Lower labour costs

Better drive mentality and motivation as staff get more important jobs

Shortening the chain of commands increases communication

Builds better relationship with staff as they have more responsibility

Better teamwork

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15
Q

What are the disadvantages to delayering (6)

A

Stresses lower people out - more work for no extra pay

It takes away jobs from people who need them

People may complain they aren’t getting any extra money

May need to retain people which could cost

Could be demotivating - what if I’m next?

Employees aren’t as closely supervised so more chance of errors

Less production

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16
Q

What is employee empowerment

A

Giving employees the power to do their jobs

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17
Q

How does employee empowerment help employees

A

The employees feel their actions count

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18
Q

What does empowerment cover

A
  • giving authority to make decisions to front line staff
  • encouraging employee feedback
  • showing more trust in employees
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19
Q

What way could a business give authority to employees

A

By training the staff in decision making ad they would feel more confident in actually deciding on things and therefore have more authority

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20
Q

How might a business be able to encourage employee feedback

A

By having an employee suggestion box which would make them feel more comfortable in saying what’s wrong with the business do they could suggest improvements

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21
Q

How could a business show more trust in employees

A

Giving them more power and authority as this would make them feel important and trusted

22
Q

Why might a business want to empower its employees

A

So they can have better communication and a relationship within the business to help strengthen trust and make the business improve itself with employee suggestions.increases motivation and productivity.

23
Q

What is motivation

A

The will to work which comes from enjoyment of work itself and or from desire to achieve certain goals

24
Q

What are the advantages of a well motivated workforce

A 
Better productivity 
Better quality
Lower levels of absenteeism 
Lower levels of staff turnover (employees leaving the business)
More flexibility
25
Q

What are the stages to Maslows hierarchy of needs

A

Self acculisation - intellectual needs, fufilling potential or goal

Self esteem - self respect, level of status

Love and belonging - feeling wanted, sense of belonging, team

Safety - safe working envionment,job security

Physiological - basic needs

START FROM THE BOTTOM AND IF IT DOESNT FIT THE MOTIVATION OF THE JOB GO UP UNTIL IT DOES

26
Q

What are the financial methods of motivating staff

A 
Competitive salary
Bonuses
Commission 
Profit sharing
Share scheme
27
Q

What are the non financial ways businesses motivate staff

A 
Social aspect 
Career progression
Clear goals
Job satisfaction
Support
28
Q

Applications of Maslow

A
  • money alone is not always enough to motivate
  • non financial rewards are better incentives as employees work up the needs hierarchy
  • job security is seen as an important motivator as is being part of a team
  • it is important for businesses to recognise employee achievements and status
29
Q

What is communication

A

The process by which a message or information is exchanged from a sender to a receiver

30
Q

What is the general circle for communication

A

Sender e.g customer -> communication e.g a loan application form -> receiver e.g loan department at bank -> feedback e.g confirmation that it has been granted -> sender.

31
Q

Why do businesses need effective communication

A

Motivate employees
Easier to control and coordinate business activities
Makes successful decision making easier
Better communication with customers will increase sales
Improve relationship with suppliers
Improve chances of obtaining finance

32
Q

Explain internal communication

A

When communications occur between employees of w business
Links together all activities in business
Ensures all employees are working together to a goal

33
Q

Explain external communication

A

Where a business communicates with people and organisations outside a business e.g press release, adverts, publishing financial information , letters and emails with customers and suppliers

34
Q

What is a channel of communication

A

The path taken by a message e.g horizontal , vertical or grapevine

35
Q

What is a horizontal channel of communication

A

One on the same level

36
Q

What is a vertical channel of communication

A

Up and down the hierarchy

37
Q

What is a formal channel of communication

A

Recognised and approved channels

38
Q

What is an informal or grapevine channel of communication

A

Not formally recognised

39
Q

What are six barriers to effective communication

A
  1. Language - too much jargon
  2. Noise - poor connection, background noise, distractions
  3. Overload - too much information
  4. Emotion - relationship between sender and receiver
  5. Gaps - too many layers in hierarchy so could get distorted
  6. Inconsistency - may ignore
40
Q

What is remuneration

A

The reward (usually finance) that is offered to an employee for providing their service

41
Q

What is salary

A

Pay usually of non manual workers, expressed as a yearly figure but paid monthly

42
Q

What is basic pay

A

Pay earned for working the basic working week

43
Q

What is a bonus

A

Addition to the basic wage or salary often for achieving targets

44
Q

What is commission

A

Payment system usually used with sales staff where their earnings are determined by how much they sell e.g car dealership

45
Q

What is freelance

A

Tend to be self employed and do particular pieces of work for a business as a supplier

46
Q

What is a part time worker

A

Employees who only work of fraction of the working week

47
Q

What is piece rate

A

Workers who are paid for every item they product; the more produced the more they get paid e.g fruit pickets

48
Q

What is a full time worker

A

Employees that work the whole of the working week

49
Q

What is fringe benefits

A

Payments in kind over and above the wage or salary, such as a company car

50
Q

What is the difference between a salaried worker and a freelance worker

A

Salaried work within a business getting a steady income whereas freelance workers are usually self employed working on a contract base earning a varied amount each time they work.
Salaries can not be added to if they work overtime but freelance can have extra.
Salary has set hours but freelance work their own hours and those who don’t meet the deadline don’t get paid but salary is guaranteed.
Freelance don’t get paid if it’s a holiday or have legal benefits like sick pay.

51
Q

Why do businesses need structure

A

They need to be organised whether that structure is simple or complicated

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