Professional Documents
Culture Documents
Case Study
BuySmart Pty Ltd
You work for a progressive and result focused online shopping business called BuySmart
Pty Ltd.
The company works with many fashion retailers to offer their clothes and accessories at a
significant discount via their discounted online fashion outlet. It is a very busy and at times
hectic office.
The companys core business is negotiating contracts to on-sell fashion goods from both
manufacturers and retailers and to sell the stock at a heavily discounted price. Each
Monday the company obtains up to 50 new product lines, and it is then the responsibility of
your sales team to ensure that these new product lines are displayed and sold during the
week.
The company copied an overseas business model and entered the Australian online retail
market with no real competitors. To-date it has been highly successful, offering other
businesses a way to sell their excess or unwanted stock to a new target market of
customers. In the last six months two new competitors have emerged as direct threats to
the business.
The company consists of a General Manager, Sales Manager, IT Manager, Marketing
Manager, Accounts Manager, Warehouse Manager, Sales Executives, IT Officers, Accounts
staff, and Warehouse staff. There are no administrative staff as the General Manager
believes in everyone looking after their own administrative work. In total there are 30 staff
members who have their own responsibilities and personal KPIs to reach.
You are a newly appointed Supervisor in charge of the five Sales Executives in the Sales
Team. You report to the Sales Manager. The current process of conducting business in the
sales area includes:
1.
2.
3.
Secure goods for sale on the website at the agreed commission and schedule.
4.
Negotiate additional price for social media advertising to push products through social media
advertising, model for photography and prime promotional placement on the site.
5.
6.
Collect and prepare website information which includes copy, images with description, size
availability, price, estimated delivery, and size charts.
7.
8.
Monitor sales from website, keep customer informed of progress; and request more stock if
required.
9.
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A strong sales ethic is expected at BuySmart driven from the top down. The managerial
positions in the organisation are made up of men only. In fact you notice that there are only
three women in the organisation and they all report to you.
Each sales executive is
expected to secure five new sales each week. Additionally the KPI for the executives is
measured by sales generated from their clients. This puts pressures on executives to
promote brands that sell well. Sales executives have found it increasingly difficult to lock in
sales due to their competitors now providing a 20% discount on sales commissions. They
have also had difficulty with some of the software that they are required to use to edit the
businesses website which has resulted in staff working many more hours each week.
You also notice that your staff seem unmotivated, stressed and under immense pressure.
The Sales Manager expects everyone in the office to work long hours working Monday to
Friday from 9-6 as a minimum.
Your sales team consists of:
You realise your management style needs to address operational concerns and
improvements and help address the work life balance of the staff.
Task Part A
As the new team supervisor you have been asked by your Sales Manager to review the
operational changes and work life balance strategies for the Sales team and one of your
strategies that you have presented to your Sales Manager based on your review is to
improve the workplace and implement flexible workplace arrangements.
The Flexible workplace arrangements that you proposed is for staff to work a day from
home, job share or adopt staggered start and finish times so they are not always working a
standard 9am to 5pm work day.
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By implementing more flexible workplace arrangements, staff morale and motivation levels
will improve and help reduce workplace stress and staff turnover.
Your Sales Manager has looked at your proposal and in consultation with the General
Manager they have agreed to trial the arrangement for twelve months across all sections in
the company.
Your now need to prepare and oversee the communication project which will involve the
announcement of the new flexible workplace arrangement to the workforce as well as the
promotion of the benefits of flexible working arrangements.
The communication project aim will be to ensure all stakeholders are aware of the new
arrangements and to get positive buy-in for a flexible workplace by the stakeholders.
To commence the communication project you will need to first prepare a communication plan
using the following communication plan template. In preparing your communication plan you
will need to ensure that you have analysed workplace communication strategies,
approaches and methods.
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Template
Communication Plan BuySmart
1.1)
1.2)
1.3)
Objective 1: The first objective is creating awareness about the plans of the organization. For
instance, BuySmart Pty. Ltd is planning to create awareness about adjustments for a flexible
workplace for the stakeholders and the employees(Business Research Services p.8, 2009)
Objective 2: Shaping attitudes like the company is willing to improve the conditions of the employees
to motivate them to work harder for the benefit of their company as well as them.
Objective 3: Stimulating a desire. BuySmart Pty. Ltd is creating the communication plan so that they
motivate the workers to work hard.
1.4)
Key Messages of Communication: Outline your key messages to be communicated
in the communication plan
In the communication plan the messages that I will communicate will be adjusting the
working hours for the employees to motivate them so that there is more input in the
company. Another message that I will communicate in the communication plan will be to
balance both genders in the management since men are more than women. I will also
emphasize on the improving the workplace so that employees enjoy their work within the
premises.
mn1.5) Intended Audience for Communication and Audience Characteristics: Identify the
intended audience for communications and their characteristics.
a.
e. Demographics
b. Audience 1
c. Audience 2
Staff
d. Audience 3
Stakeholders
Customers
g.
h.
k. Educational/Technical
expertise
m. Senior
management
team which is in
charge of the firm and
makes
the
final
decisions.
n.
o.
p.
q.
BSO
employees.
These
are
the
Business
Service
Online
employees
who work to ensure
the success of the
company.
They
market the products
and handle clients.
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s. Level of Authority
They
control
the
management of the
company and make
the rules that are
followed
in
the
organization.
u.
v.
Position
Organisation
within
They are part of the
executive team.
1.6)
External Environment - PEST Analysis: Identify the four (4) external factors that may
have an impact on your communication plan.
Political
Economic
Social
Technological
Some of the social factors that I will consider BuySmart Pty.Ltd should consider advancing
include, the attitude towards work since the the technology to ease quick and better
employees are stressed and bored.
communication between the stakeholders
and the staff which will improve the business.
Another social factor that I will consider is the
job market trends. I will ensure the Another technological factor that I will include
mar4keters of BuySmart Pty. Ltd are well in the communication plan is come up with
equipped to face the competition from the better methods of keeping the companies
other companies.
records.
1.7)
Communication Methods: Choose a written, verbal and social media communication
method and evaluate strengths and weaknesses. When choosing your method, ensure that
the method chosen will be a respective and positive communication approach.
Communication Method
1: Written
Communication
Method 2: Verbal
Letters
Meetings/Discussion
Communication
Method
3:
Social
Media
E Mails
STRENGTHS
Written communication is
useful
when
communicating
a
complicated message.
It is a good method
because information can
be recorded for later use.
Another strength of the
written communication is
that it gives a clear
message than verbal
communication.
The
message
change.
WEAKNESSES
Verbal communications
means the use of
spoken word to pass a
message; it is good in
that it helps to create
good relationships with
people.
Verbal
communication helps to
create large network of
market which is a good
factor for business.
It is a fast way of
communicating.
It is limited to people
who are not connected
does
It is a tedious way of
communication because
one has to write down all
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the information to be
communicated.
Again,
some people might miss
the message in case the
letters are few.
references.
to the internet.
It is a challenging
method
of
communication because
there is a possibility that
the message will change
if it is communicated to
a third party.
Track
Receipt
Method for Message:
Acknowledgement
Method for Message:
1.8)
Barriers to Effective Communication: Identify any barriers that you see that may
impact on effectively communicating the message.
Barriers
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1.9)
Communication Examples: Attach an example of your written communication and
social media communication where you have communicated the flexible workplace
arrangements for BuySmart. Ensure the communication examples have a respectful and
positive approach.
BuySmart Pty.Ltd requires the adjustments of the a flexible working place. After research, it
was found that the employees need a better place to work from. That will motivate them to
work more and make more profits. To ensure that our em0loyees are productive, we should
also follow up to know the if there are other issues that may cause a distraction from them.
After a close follow up, it was found that they are overworking since the working hours are
too many for them. To have a settled mind, they also have to balance both work and social
issues. To solve that problem without affecting the work schedule, I suggest for the change
of the work system so that they can work from home. That strategy will help them solve their
family issues as well as work. Employees will be motivated since they will be able to balance
their work issues as well as domestic issues which might contribute to low production. We
will allow our workers to work from home on some particular days alternatively. With these
changes, the organization expects an increase in production within the twelve months after
implementation. If the method fails to bring significant changes, it will be stopped to employ a
different method. The stake holders are allowed to point out any adjustments or opinions that
they feel will be more productive.
Example two.
To: Stakeholders and Employees of BuySmart Pty. Ltd
From: Supervisor
Message: Flexible Workplace arrangements.
Following a few complains from some of the employees that they are under pressure, I
would like to let u know that the company has decided that the employees will have shifts to
work from home. That plan is meant to ensure that they are not under pressure from their
families since most of the employees are working late hour. Working from home will help the
members from being stressed. The review will be done after twelve years to determine if the
method will be productive or not. However, the employees will work from home in alternative
days so that they share the job. Job sharing will help the employees meet the deadline. Job
sharing is another good way to motivate each other to work harder to meet the deadlines on
time. The strategy should produce positive results failure to which it will be discarded to try
another one out. Those who get the message should start adhering to them.
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1.10) Communication Action Plan: Complete an action plan for the implementation of your communication plan.
Action/activity
12
Timeframe
Person/s
responsible
Key
Performance
Indicators (KPIs)
Recording Method
Resources Required
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1.11) Feedback Methods: Identify and briefly describe three (3) methods that will use to seek
feedback from stakeholders on your communication process and message. Your methods must
provide opportunities for stakeholders to be able to clarify and confirm their understanding of
the communication process and messages.
Feedback Method
Description
use of customers
Customers are the best method of feedback that many organizations use. They
give true information and that is why many firms carry out surveys to visit the
clients to get the feedback of certain
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1.12) Monitoring and Evaluation Process: Identify your follow up activities from the evaluation
of your communication of flexible workplace arrangements and the activity KPI, Timeline and
the method you will use to communicate these activities and results to your Manager.
Follow Up Activities
KPI / Measure
Timeline
Method Used:
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1.13) Relevant Organisational Policy and Procedures and their impact on communications:
List the policies and procedures that may impact on your communication plan and briefly
describe the impact that these policies will have.
1.14) List Relevant Legislation and their impact on communications: List the policies and
procedures that may impact on your communication plan and briefly describe the impact that
these policies will have.
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Checklist
I have:
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