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(3) The concept of supervisory relationship even today remains one of the most influential in supervision. Supervisory relationship includes the collaboration for change involving mutual agreement and understanding of the goals and tasks of supervisio...

(3) The concept of supervisory relationship even today remains one of the most influential in supervision. Supervisory relationship includes the collaboration for change involving mutual agreement and understanding of the goals and tasks of supervisio...

Tải bản đầy đủ - 79trang

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well as the bonds of supervisor and supervisee to sustain the relationship. Muson (21)also

mentioned trust within supervisory relationship as a requirement to effective supervision.

Shulman also included rapport and caring as elements to a positive supervisory

relationship.

When being asked about the relationship between supervisor and supervisee, the

result showed that all respondents agreed that there was a low level of trust between them

and their supervisors. In term of rapport and caring, the same answer was received that

there was almost no caring and rapport from their direct supervisors.

Secondly, training is also a cause that leads to effective or ineffective supervision

especially soft-skill training. Training in supervisory behaviors can be listed as soft-skill

training including head-nodding; smiling; minimal encourage; frequent eye contact;

warm, encouraging, and approving voice tone; and use of hand gestures. In reality of

FPT, there is high shortage of soft-skills trainings for supervisor which impact

effectiveness of supervision. Data collection from interviews with Mr. Vu Thanh Tung,

he said that very few people in FPT have strengths in soft-skill such as communication,

and do his direct managers. This is a root cause from training issue, too. At this moment,

there is no training in terms of listening skill, understanding and communication skill.

And you know, it is not true that everyone can communicate well. Therefore, soft-skill

training issue should be included to be given priority to be solved.

Thirdly, gender-related leadership issue is also mentioned as one of three causes to

ineffective supervision. Comer, Lucette B(22) confirmed that female sales manager is still

a relative rarity. Therefore, management of the industrial sales force is an important



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target for women's achievement if they are to break through the "glass ceiling" and gain

access to top management positions. To accomplish this, women must first demonstrate

their ability to supervise the activities of field sales personnel. Rosen and Jerdee's(22)

stated that subordinates of both genders were more satisfied with a contingent reward

policy when supervised by males than they were with a similar program managed by

females. Watson(22) also found out that in one organization, men were found to be

significantly more receptive than women to female managers who emphasized a

participative, warm, informal supervision style.

When being asked, Mr. Vu Thanh Tung and Ms. Le Thi Ngoc Hoa all agreed that

most of managers in FPT Retail JSC are female but it cannot affect their supervision

effectiveness. On the contrary, among three interviewees, Mr. Ly Quoc Tien shared that

female managers usually make decision on their emotions and feelings.

However, factor of gender-related leadership was not emphasized too much to be a

cause which needs to be tackled urgently. Besides, to improve gender-related leadership

issue, it is related to a long process of recruitment which cannot be solved in the limited

time and resources of this thesis.

Among three causes listed in the previous part and clearly showed in final cause

and effect map, the factor of supervisory relationship is emphasized to be the underlying

cause which mostly influenced supervision issue. Due to the lack of communication,

experiences to build up the relationship between management level and staff, supervisory

relationship is not maintained and tied.



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To sum up, all three factor of supervisory relationship, soft-skill training, genderrelated leadership issues are existing and important to the central problem of ineffective

supervision. Nevertheless, in the scope of thesis, factor of supervisory relationship and

soft-skill training will be selected as causes to the central problem.

2.2.Solution design

With all symptoms, central problem that addressed and discussed above, solutions

have been designed to tackle problems. Obviously, there are three main causes that lead

to central problem of ineffective supervision. Nevertheless, after reviewing the theories

and data from interviews. It’s time to consider factor of supervisory relationship is the

most crucial factor which is a root cause needed to be solved. Since that, solutions have

been disclosed and built up based on literature as well as data from in-depth interview.

According to Britton, Paula J



(18)



Techniques to enhance the quality of the



supervisory relationship. As the import of a positive relationship in supervision is

underscored, we explore how this kind of relationship emerges. We reflect on what

counselors do to facilitate the therapeutic relationship and promote a discussion as to

what is different about supervisory relationships. Included in this section is information

about properly setting up supervision, developing a working contract, assessing the

supervisee, and goal setting.

Mr. Huynh Quang Long said “Our Company needs to reschedule and allocate

suitable time for feedback, listen and understand each other more. We need time for

supervisors and sale staff/employees”. Currently in FPT Retail JSC, supervisors and



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supervisees focus too much on their daily tasks, they don’t have the mutual goal setting,

usually the management style here is top-down or “command and control’’

Short-term solution: Solution to build and reinforce supervisory relationship

The first action should be from Human Resources Department. They must be

person in charge to fulfill and build up this supervisory relationship better. It cannot be a

simple meeting, it will be a face to face meeting, to for reviewing what has been done

monthly, exchange opinions on how to foster or enhance skills of sales, soft-skills…This

will be an internal meeting and exchanging ideas on how to improve supervisory

relationship and enrich the internal communication. In addition to that, to enhance this

supervisory relationship, regardless the effectiveness of internal communication and

exchanging ideas, teambuilding and outdoor social activities should also be reinforced

and strengthened.. Ellis(23) already specified that the supervisory relationship was

identified as the most important element in supervision by the supervisee. Theoretically

and conceptually, it is presumed that the supervisory working alliance contributes to

supervisee growth and development. Therefore, creating a strong working alliances with

mutual agreement based on the goal setting, assessing supervisee, not only receiving

orders or request from top to down.

Having short talks with Mr. Huynh Quang Long who is Training Manager and

discussed with him this solution and we all shared the benefit cost analysis as below

Benefit:

• Supervisor and supervisee can bridge the gap in communication, in order that the

supervisory relationship must be reinforced.



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• Supervisors have more time to care the individuals than before, listen and

understand them clearly.

• Employees have more time to talk, then learn and gain experience from their

supervisors.

• Have greater chance for employees to perform better

• Managers as supervisors can really understand and look into the true potentials for

assigning and proposing right.

• It is high time for supervisors to redesign the way of leading and supervising

which is really suitable and effective for employees.

• With greater supervisory relationship, strong and mutual agreement on goal

setting, employee satisfaction and performance will be on the rise.

Cost

• The entire cost (including team building and social activities) consists of

transportation cost, room/hotel reservation fee, catering cost, materials and

facilities fee and depends on the time length (usually 2 days).

• The amount will be calculated by Human Resources Department of FPT Retail

JSC as below:



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Long-term solution: Comprehensive solution to training and communication

issues

Provide frequent training quarterly to manager’s level. Topic of training will be

discussed between Sales Team and Human Resources Department prior to the training,

mainly in soft-skills trainings but not limited to listening skill, interpersonal skills. The

trainers will be senior voluntary expert from various countries working for GovernmentOffice under the projects. This solution will be more comprehensive with the

combination of the teambuilding activities as series of actions. Trainers also join this

series of actions as an underlying part of FPT Retail JSC. And time by time, trainers can

be very familiar with activities, get familiar with management level at company to

become a consulting groups of company.

The problem of ineffective supervision is also caused by training issues at FPT

Retail JSC at this moment. According to Lindo, David K(24) : A training program can help

supervisors learn how to oversee the work of others and make the effort necessary to

meet subordinates' needs. A good training strategy should help supervisors make the

transition into management, encourage supervisors to develop important supervisory

skills, and provide continuing direction for career development. A supervisory training

program that begins prior to management appointments will pay off by increasing the

productivity and quality of supervisors. Mr. Huynh Quang Long shared that at FPT now,

they usually train new hires from technical to soft-skills techniques, however, because

they are facing the fact of high turnover rate, they have to recruit very regularly, then they

provide training in a quite short time then get them on-board. For some cases, new hires



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failed in their tests, and after many times they also have to get them on-board, because

they need them. However, for manager’s level, it rarely provides regular soft-skill

training due to their workload and time management. Training team just update them new

products, how to use, which mean technical skills. Soft-skills training is really

importance which decides supervision style. Jain, Samta(25) indicated that soft skills have

become an essential quality for managers to effectively manage their team and job in the

corporate world irrespective of the sector. Along with professional qualification and

domain knowledge, today's professionals need to possess a high soft skills quotient in

order to succeed in this competitive era.

After talking with Training Manager of FPT Digital Retail JSC, cost and benefit

analysis was discussed as below:

Benefit

• Both combine actions in one as a very comprehensive solution for training and

supervisory relationship issue.

• Create not only stronger relationship inside the company, but also trainers from

outside to make a further cooperation

• Saving expense from hiring senior voluntary experts working and living in

Vietnam who are very experienced and helpful, dedicated

• An open environment has been created that challenges management level to

improve their English ability.

• Learn practical things from international trainers and get experienced.

Cost



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• Expense is allocated to training material cost, interpretation fee, accommodation

and transportation cost, team building activities fee.

• The quotation for 1 course (2 days)built by HR department as below:



Solution evaluation by design requirements

Design requirements are compared and analyzed between the first and the second

solution as below

Design requirements



First solution



Second solution



Functional requirements



This solution can help to solve central This solution will solve current

problem at FPT Retail JSC but in problem as a business problem at

short-term only, this is certainly FPT Retail JSC and the analysis of

usable and effective at the beginning benefit-cost shows that the benefits

time to connect people in company



exceed the costs



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User requirement



Management level has to take high Managers’ level at FPT will have

responsibility to raise voice and guild time to get used to new regulation of

everyone to follow. There are also training

penalties to management level



Boundary condition



section



and



penalty



regulation if needed.



This new training program totally This new training program totally

complies with legal requirements, complies with legal requirements,

including those on health and safety. It including those on health and safety.

also complies with present business It



also



complies



with



present



policies of the company and fit the business policies of the company

present company culture



Design restrictions



and fit the present company culture.



This project should take no more than The project should take no more

12 months (shorter term) and the than 24 months (longer term)

reality of this solution will change the The reality of this solution will

present business system



change in the present business

system.



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CHAPTER III: SELECTED SOLUTION AND CHANGE PLAN

3.1.Introduction to selected solution

With the hope to develop and build FPT Retail JSC as a stronger brand name and

more attractive company in the eyes of foreign investors. FPT now is trying to solve the

existing problems inside the company. And, ineffective supervision at company currently

must be addressed and tackled as an urgent need which produces more company

productivity and reduces turnover rate. In addition to that, implementing the solution to

solve this center problem may help management level in adjusting and look back to

themselves to give out the better way of supervision. As well, it provides opportunities to

see their employees clearer and truly. For employees, they have time and opportunities to

raise their voice, share and understand their supervisors. Since that, they can find a better

way to make greater contribution to the development of company instead of stress,

burnout and dissatisfaction. Form that, the management and leadership style can also be

changed, from the top-down to bottom-up management. One more important thing is that,

gender-related leadership is highly considered as a cause as well. So, training topics also

focus on this issue as an alarming concern in organization mainly managed by female.

And the longer-term solution should be selected.

3.2.Details plan

To fulfill and make this solution doable, there should have cooperation and join

hands between management level and employee’s level. However, management level has

to raise their voice first and divide company into four different teams: management team,



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admin team, training team, logistics team. This activity of teambuilding and training will

be taken three times a year

Criteria set to do this plan :

• This plan should take no more than 24 months

• There must be the strong cooperation between employees and management level

• Must be effective and doable

• After first 6 months applied, supervisor relationship must be enhanced.

The actions to implement this solution is a step by step action

Firstly, Admin team proposes an assessment form to the management level and

gets approved from that.

The assessment form will contain the information below

• Name of supervisor/supervisee

• How long of working and supervised by supervisors

• Evaluate based on measuring scales from none to very good

• The final part will be the comment or contributing opinions and their opinions on

this new plan/project

• Signature

Assessment will be carried out by all sales members from staff to management

level and it takes about 3 months

Then, after receiving the result of assessment, managers or staff those get bad

evaluation will be in the list to join the first training section and team building

activities in surrounding areas.



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