1 PRACTICE MANUAL FOR NEW LIEUTENANTS 1.0. Introduction. With the recruitment of new lieutenants, there was the need to have a guideline that will control their behaviors and performance. Without a proper and precise manual, the operation of these new employees would not be effective; hence the productivity of the organization will be on the verge of collapsing. This manual demonstrates communication skills, practical orientation, and training modes, conducting productivity for appraisals, resolving conflicts, and improving employee relations. 2.0. Demonstrating Communication Skills. Communication is a channel for the success of any business or organization. The level of the communication skills demonstrated by the employees clearly shows how successful the organization will be in the future. It communicates those employees can participate in the negotiation and are open to people who care. Furthermore, it is a channel by which information is relayed. (Sharma, 2020) However, the communication skills should be well brought by the practices of the employees as they communicate. 2 Active Listening Firstly, the employees should actively listen to the information flowing from the directors and managers in the organization. The best listeners are the best communicators. It is through listening that one shows respect to the communicator. By listening, the information being passed is received clearly by the audience without any ambiguity or biasness. The employees with good listening skills are also the best performers in the operations and the productivity levels in the institution. Listening entails receiving the information that is passed and interpreting it accordingly before executing the expectations in the information given. Imagine communicating in a noisy industry with no coordination of the communication process. The likelihood of the information being received to maximum clarity is very low. Consequently, when the quality of information passed is low, productivity will be poor. Therefore, it is considerable for the employees to practice good listening skills while in line with their employment. Clear and Concise In addition, the employees should be clear and concise since clarity and conciseness are vital elements in relaying information. Conciseness ensures that information is efficiently and accurately delivered. While speaking, one should speak naturally and clearly while presenting the information. Moreover, while speaking, avoid monologues by ensuring engagement among the group; avoid long explanations that would make the listeners bored and lose attention; hence the information is lost or poorly delivered. The speaker should avoid asking rhetorical questions that otherwise would withdraw the; listener's attention; hence the following information is not received. Lastly, efficient speakers ought to avoid technical jargon. The information relayed is only understood by the people known to the field and have specialized in the field in which the language used is confined (Freedman, 2021) For good communication practices, the speaker ought to be 3 clear and straight to the vital sections of the information by ensuring that they are brief enough to be understood. 2.0. Determining Effective Orientation and Training Methods. The practices of determining the practical orientation and training methods vary from one organization to another. Different businesses have different methods depending on their specific operations and the level of training and orientation required. The efficacy of the methods applied will consequently determine the organization's expansion and success. For such reason, the managers of organizations ought to analyze the practicable methods available in their jurisdiction of productivity and choose the best practice to put to work. When the method applied turns out to be the best, the level of production of the organization progressively improves as the employees have been taken through sound and practical orientation and training before they assume their employment tasks. Orientation refers to onboarding new hires with basic training on the routine operations of a company. Subsequently, the induction programs are used to ensure that the new hires are well versed with the skills required for the organization's operations. Thus, orientation and training should be compacted to ensure that the new employee understands the institution's history, requirements, and production mechanism. Establish an appropriate training and orientation program The employer should first set the training objectives and the orientation programs intended to be carried on the new employees. The employer can set the guideline to which the entire process should adhere to it strictly. This will help know the needed level of methodology to be applied. For instance, if it is just the company's primary structure that the new employee is being orientated on, simple methods such as verbal explanations or offering the employee the organization's 4 constitution would efficiently meet the objectives of the process. For example, a manufacturing company hiring a new employee in the machine area is expected to have a more technical training method to instill the information to the new employee. For example, the employer would take the employee through technical training on machine operations. Hence, the objectives set the choice of the methods before the other practices are considered. (Raynolds, 2019) This is because if the effective method has applied the objectives if the orientation and training practices are successful, the new employee's performance would also be sufficient. The objectives will determine the time needed for the newly hired employee to know his duties and responsibilities. Offer support to the team After determining the training objectives, the employer should set organizational support and have a good attitude towards the training and orientation. The employer to provide the required resources for the training to be successful. These resources include the machinery needed to teach the new employee to operate the machine and the tools required to aid the process. If financial aid is required in training, the employer should ensure financial support is available e to aid the entire process. On the other hand, the employer should ensure he’s available in the orientation program for his new employees. For instance, the manager should take the employee all around the industry and show him the different sectors of operations available; show him the equipment, emergency exits, and fire points and orientate him on the dos and don'ts of the company. When such kind of support is achieved, the quality of the employee improves as he is given a sense of belonging by gaining the skills needed and being familiar with the organization's operations. The supportability 5 of the organization will affect which and how effective the orientation and training method chosen will be. (Raynolds, 2019) 3.0. Improving Productivity for Teams. The effectiveness of the performance of an organization depends majorly on the productivity of the teams within the organization. Thus, this calls for the need to improve the teams' productivity within the production areas of an organization. This productivity improvement depends on the activities in the organization and the practices applied by the owner to improve it. The owners of organizations formulate better practices to ensure that teams' productivity is improving. Set timelines Firstly, the owners should set goals for each team to meet within a given time limit. According to Saunders, it is essential to sit back and think about precisely what you need the teams to work on. (Knight, 2016) Ensure that you analyze the team’s goals and their capacity to execute them. With these goals, you will determine what specific people should be working on and what they should avoid in their executions. As a result, more will be achieved while committing to less. The goals also monitor the team's speed in carrying out their tasks as each team member will work harder to ensure that they meet their goals timely. Conclusively, the goals act to motivate the workability of the teams. Team’s goals and expectations Secondly, the organization owner should identify the expectations he got from every team. This would be enhanced by meeting the team members one on one and informing each of the priorities and the expectations for their respective tasks. Be specific on the areas of production that 6 you want each to focus on to solve the issue of ambiguity on what project they should prioritize on account of the projects. Additionally, stipulate the time limit you want them to devote to the duties allocated to meet the expectations. Communicate on the expected quality of the tasks to be met within the expected time of accomplishment. As you communicate your expectations to the team, be specific on the steps to be followed to ensure the results are incredible. Having identified the employer's expectations, the team will improve the productivity to be above the expectations and maybe seek promotion. With such team productivity improvement, the entire organization's productivity shoots. (Knight, 2016) The team managers should also encourage diversity within their team and encourage each member to open the ideas they think will improve their productivity. This diversity and openness encourage unity and the generation of new ideas, which improve the team's productivity. 4.0. Conducting Performance Appraisals. Appraisals are estimates of the firm's value used in its purchase or sale. Performance appraisals mean the value of the performance of the firm. In conducting the performance appraisals, different firms apply diverse practices that help them realize their performance value. Effective practices need to be adopted by the firms to achieve accurate and effective appraisals. The manager should be prepared to carry out the appraisal of the employee’s performance. Establish the purpose of the meeting There is a need to prepare and establish a purpose for the appraisal meeting. The manager should review the previous appraisal notes from the employees’ recent appraisals. Such reviews would enable the manager to develop the potential areas to carry the current appraisals and discover the problems that need to be solved to improve the value of performance in the future. 7 (Jones, 2017). The manager should formulate a joint discussion on the challenges and successes in the areas that employees should improve upon to reach their objectives and improve their results. Consider the employees' thoughts and views as they would have had a conclusion and some ideas on what they need you to improve. The analysis of the challenges and successes of the employee’s performance should concern the objectives and targets they have set. This is because evaluating the employee’s performance against a standard that they were unaware of would cause panic and struggle for ideas. As the appraisal goals are executed, it is easy to focus on the improvements that can be made. (Jones, 2017) The manager should initiate discussion for ideas for development and action that contribute to the company’s future goal. Corrective actions to be taken. Consequently, the team should agree on actions that need to be taken, including setting deadlines for everyone to facilitate the growth of the employee. Lastly, the team should summarize the appraisal meeting and express support for the actions reached to improve employee performance in the future. This will give the employee clarity and allows them to prepare to develop a regular feedback habit. The effectiveness of the appraisal improves the value of the employee’s performance; hence attracting and retaining talent becomes easier and progressive improvement is realized in the organization. (Armstrong, 2012) 5.0. Resolving Conflicts As conflicts arise in business areas, HR professionals should formulate strategies to efficiently resolve these conflicts to ensure sufficient continuous performance in the workplace. To solve these disputes, the source of the Conflict should be discovered and clarified before a conflict resolution method has arrived. (Forbes Human Resources Council, 2018). 8 Open the minds of each party The management should open their minds to hear each version of what is happening and sympathize with each party. The reconciling middle party should seek opinions from each on what would be done and the reasons for the views. Consequently, the middle party should offer resolutions to the parties and act as an advocate for each party. The advocate should encourage the conflicting employees to find creative solutions. Listen to experiences that caused the conflict. Secondly, the advocate should listen to the experiences that would have resulted in or from the Conflict. Since the advocate is the solution, he should encourage open communication so that each party explains its part of the story, as the advocate listens with impartiality. With the stories in his mind, he advocates acting decisively and advising the employees of the possible remedies for the disagreements and showing them the genuine desire for a positive outcome hence leading to resolution. Furthermore, the advocate should initiate an interest-based resolution from the conflicting parties. This is to ensure a rigid resolution comes from the two conflicting parties. Lastly, the advocate should reframe the situation to bring understanding and later coach the parties for a healthy conflict and effective resolution mechanisms if the same situation reoccurs in the future. (Lytle, 2015) 6.0. Improving Employees Relations. The employees’ relations in a business would determine the organization's productivity; thus, improving the employee relations would result in improved productivity. The employer should have an employment relation plan which will encourage teamwork to set goals, set disciplinary procedures, and put a dispute resolution procedure within the organization. The aspect 9 of teamwork will encourage interaction and communication among the individual employees in the team. Diversity and inclusion This will also encourage diversity among the employees, encouraging respect and openness in the organization. The disciplinary procedures set will limit each employee to act in a way that will not affect their fellow employees negatively. The procedures also ensure that each employee acts according to the organization's values, hence averting any occurrence of disputes. Having a well-stipulated conflict resolution mechanism will ensure that the conditions in the organizations do not negatively affect the organization's performance. (BELIN, 2021). Enhance open communication for increased motivation levels. The manager should ensure increased communication and motivation among the employees. Increase communication across the administrative areas. Establishing an open communication policy for staff to share their views and feedback will create a sense of inclusiveness, engagement and satisfaction making it easier for management to receive ideas to improve their leadership style and practices. The management establishes a good relationship with employees, and the employees are likely to be motivated at work. The free flow of information channels up and down the chains from the manager to the employees and from the employees to the manager. 10 Conclusion. The paramount objective of any organization is to have employees who are efficient, who communicate effectively, and work towards the achievement of the goals and objectives of the company. The more the company expands, the more difficult it is to manage and keep in touch, and therefore, well-elaborated manuals, policies, procedures documents, and rules and regulations are key to the success of the organization. As analyzed in the paper, the performance of an organization is highly affected by several factors within and outside the boundaries of the organization. The orientation and training practices, determination methods of appraisals, conflict resolution methods, and methods of improving the employees' relations; that are applied by an organization determine its productivity. Enhancement of team productivity will directly improve the general performance of the organization. 11 References Armstrong, S. (2012, April 22). Performance Appraisal Best Practices. Retrieved from HR DAILY ADVISOR: hrdailyadvisor.com Armstrong, S. (2012, April 22). Performance Appraisal Best Practices. Retrieved from HR DAILY ADVISOR: hrdailyadvisor.com BELIN, A. (2021, MAY 5). Best Practices for Improving Employee Relations. Retrieved from Em plus: blog. G Gemplus. Forbes Human Resources Council. (2018, April 10). Ways Hr professionals can solve Workplace Conflict Efficiently. Retrieved from Forbes: www.forbes.com Freedman, A. (2021, February 15). Best practices for effective communication. Retrieved from Shift Work: www.shiftthework.com Indeed Editorial Team. (2021, December 4). Communication Skills for Career Success. Retrieved from Career Guide: www.indeed.com Indeed Editorial Team. (2021, March 9). How To Improve Employee Relations. Retrieved from Career Development: www.indeed.com 12 Jones, M. (2017, October 13). Tips on how to conduct an effective performance appraisal. Retrieved from Breathe hr: www.breathhr.com Knight, R. (2016, January 29). How to Boost Your Teams Productivity. Retrieved from Managing People: hbr.org.lite Lytle, T. (2015, July 13). How to Resolve Workplace Conflicts. Retrieved from HR Magazine: www.shrm.org Raynolds, J. (2019, MAY 22). The Most Effective Training Methods. Retrieved from LEARNING AND DEVELOPMENT: hrdailyadvisor.blr.com Sharma, D. (2020, July 7). Importance of communication skills in HR for success. Retrieved from Linked in: www.linkedin.com 13
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