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Organization is important in the workplace, right? Therefore, organization is especially important in management. According to Dictionary.com, the word organize is defined as “arrange into a structured whole.” In the work environment, there is a lot of different things associated with many different areas of the business that must be organized properly for the business to be successful.
It all starts with teamwork; management is basically organizing people. Communication is so important when it comes to organizing people! Communication between people is important, period. Proper communication results in better understanding and teamwork among all employees. Having open and honest communication can lead to constructive feedback, which can, therefore, lead to improvements within the company. You want to have a horizontal communication chain of command within your business. By encouraging employees among all level of the business to have an input, more ideas and solutions will be shared and explored. Versus a vertical communication chain of command, where information is only shared from the top employee and then on down one-by-one. This results in many ideas and information being lost along the way or distorted and not acted on properly. Sharing information is important for success. Also, holding back information can result in loss of trust and integrity among employees.
When organizing people within a business, there needs to be short-term and long-term goals in place. Always have to-do list break them down into daily, weekly, monthly, and yearly goals. When setting long-term goals, such as a three-year plan for your business and employees, clarify that everyone knows their roles and responsibilities. Also, you want to engage all employees to work towards benefiting the business as a whole, not simply their part of the business. Doing that requires both knowledge of the job positions and functions, and interpersonal skills to effectively interact with employees and customers. A critical management technique is bringing your employees together, keeping them motivated, and always having the tools they need to be successful. When hiring employees, you should always look for the people that are going to fit in your team the best and be most effective; start by identifying their skills, knowledge, interest, background, and how they can contribute to your team.
Setting goals are the first steps in organization, in any aspect of the workplace. When setting management goals, there are a few things that you need to keep in mind. One of the first things you need to do is keep your goals realistic and achievable. Don’t make your goals vast or too vague that you will lose focus on what you are trying to accomplish. You should ask yourself a few questions to figure out what specific goals you need to set for your employees and for yourself as a manager. When determining a goal, it helps to keep a team on track and avoid becoming overwhelmed. Also, make sure your goals are clear, and everyone knows what is expected of them as far as their part of the team. If someone is unsure and goals are not clear, the employees are more likely to lose motivation and get discouraged. People are more likely to fail at a project if you are not setting clear goals.
When accomplishing goals, you need to aim high but start low. Keep celebrating your little steps and encourage yourself and others in your business to keep moving forward. As a manager, set goals for the team, but then have it broken down into realistic, achievable goals for the individual parts of the business. That way the employees think they are setting their own goals, but also accomplishing the team goals. Be clear as to what success looks like to you and the business. Keep track of yours and your team’s performance. Most people need to see results, and tracking goals and team performance is an excellent way to keep everyone on track and continuing to be successful. Keeping a positive attitude is the key to success. When you are positive and set achievable goals, you will remove the temptation to stray from the big picture. Throughout this whole process, the main reason for goal setting is to take big overwhelming projects and learn how to break them down into more manageable tasks.
As a business owner or manager, it is your responsibility to make sure there are appropriate policies, procedures, and rules in place for every aspect of the business and find ways to enforce and ensure these rules will be followed. Organizing and planning these policies and procedures starts with having to set the right goals, to begin with. But once you do that, policies and procedures are a necessary part of a productive business. Day-to-day operations are achieved and enforced but having policies and procedures in place. They ensure compliance with laws and regulations, streamline internal processes, and give guidance for decision-making.
Procedures are significant for a company because it allows the company to keep everyone on track in their day-to-day operation and accomplish the goals of the business as a whole. Policies identify the company’s rules, explain why they exist, tell when the rules apply, describe who is to do what, show how the rules are enforced, and describe the consequences. A procedure identifies specific actions, explains to take measures, describes alternatives, and describes emergency protocol; they also show how to complete forms, give examples and includes warnings and cautions. These processes are essential to keep everyone in a business accountable for daily activities or critical situations to the company, such as legal, safety, or health requirements.
Everyone always trains you how to do something, but what about what you are not supposed to do? That is kind of important, don’t you think. A few tips on what not to do as a manager are nice to know. First off, when it comes to interacting with employees, don’t be impersonal. It is not a bad thing to ask how their lives outside of work are going. Also, don’t communicate with them solely through email or memos, take the time to talk to them face-to-face. With that being said, work and personal life should be kept separate to an extent. Some things should not be said in the workplace. The hard part is finding that line, which is usually based on the person’s ethics, personality, the relationship between each other, and many other factors. If you want to make a good impression as a leader, don’t refuse to do a task simply because it is not necessarily your responsibility. Get our hands dirty and jump in there with the rest of the employees. In doing that, you will show them that you are not too good to be doing those tasks. It will show qualities of proactiveness and a sense of responsibility to the company, and that will encourage other employees to do the same. You want to lead by example.
On that note, a responsibility that you have as a manager is to not allow an employee to dig themselves, or the business, deeper into a hole. If they need help, offer the proper training or assistance, even if they don’t ask. If someone is consistently not paying attention to rules or policies, you will eventually need to take the proper actions, because if you do not it will end in bad results within the business. Another thing that is bad for business, is arguing with employees in front of customers; don’t do that! A big important factor when it comes to organizing and managing employees is to not abuse or take advantage of your position. Employees on the lower end of a vertical command chain do a lot of the tough hands-on work. So, they are not any more or less important or beneficial to the business than a manager is. Every employee should be treated as equal members of the team.
Organization starts with the littlest things. A few tips to remember when planning a schedule or to-do list is to be proactive, think ahead, and be prepared for anything. Being prepared consists of ensuring you have the spare time or people, resources, and capability to deal with anything that may come up. Also, don’t procrastinate! Procrastination leads to unsuccessful plans and nonproductivity. When it comes to organizing tasks, get the hard things done first and out of the way. Likewise, group similar tasks together and divide bigger tasks into smaller sections to make it easier to conquer. Organization within management has a lot to do with teamwork and communication. Also, to be a successful manager you must have all the different parts of the business organized. With all the organization techniques we just gave you, maybe you feel you could be a manager now too! Or at the least will have a bit more organized to-do list.
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