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THE CAMRIDGE ASSOCIATION OF MANAGERSADVANCED DIDLOMA IN BUSINESS MANAGEMENT
BUSINESS COMMUNICATION
Analysis of the effective documentation in communication
Dissatisfaction of employees due to ineffective communication process in the organisation for a year
(2009-2010)
A case study of World Vision (Kenya)
DONE BY
CANDIDATE NUMBER
PURPOSE FULFILLMENT OF CAMBRIDGE ASSOCIATION
MANAGERS ADVANCED DIPLOMAA IN
BUSINESS MANAGEMENT ORGANISATION
BEHAVIOR
PRESENTED CAMBRIDGE ASSOCIATION OF MANAGERS
INTERNATIONAL EXAMINATION CAMBRIDGE,
UK
DATED November 2010
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DECLARATION
I hereby declare that this is my original work and it has not been exhibited nor published in
any way and has never been presented for any awards in any institution.
Name: Signature Date
This project has been submitted for an examination to Cambridge Association of Managerswith approval as supervisor.
LECTURER
Name: Signature.. Date.
This project has fulfilled the Quality Assurance Policy requirements
Name. Signature.. Date:.
This project has been submitted for an examination to Cambridge Association of Managerswith approval as moderator.
Name: Dr. Humphrey Oborah Signature.. DATE..
Head of Missions and Curriculum Manger for East and Central AfricaDIGITAL ADVISORY LEARNING CENTRE (DALC).
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ACKNOWLEDGEMENT
I would like to thank World Vision for kindly giving me an opportunity to make a research
for their company and for providing valuable data, especially . and for assisting
to get all the detailed information.
My special thanks go to my sister for letting me have this opportunity to study and
always sharing ideas with me on the way forward to make this project a successful not
forgetting Joy ,my classmates and the almighty GOD.
My lecturer Mrs. for being there to support and giving help in this module,
with his knowledge to make this project perfect, not forgetting DALC for giving me all the
facilities to work on in order to put this project up to date.
Finally very special acknowledgement goes to Dr Humphrey Oborah Head of missions and
Curriculum manager for career development in East Africa.
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EXECUTIVE SUMMARY
World Vision is a Christian organisation, located in most parts of the world, but this project is
a case study for World Vision Kenya based in Karen. It was founded by Dr.Bob in 1950 and
their aim is to cater for the well being of children through emergency relief, economic
development etc. The objective of carrying out the project is to give details on how human
resource procedures are implemented and mainly focusing on the recruitment and selection.
This process should be able to give the management an opportunity to satisfy the candidates,
employees and the organization itself. During the research the researcher found out that the
department was not performing well as most vacancies were filled by word of mouth or
bribery amongst the recruiters which led to poor performance of work being done by selected
candidates who dont have enough skills and knowledge and as a result it affected the
organisation and the current employees. However the main problem the researcher came up
with was the organization does not have elaborate recruitment and selection policy as
vacancies are filled up by word of mouth, the researcher went ahead and gave some of the
solutions such as advertising should be done to all positions which fall vacant as well as
hiring a qualified human resource specialist.
As the research progresses the researcher found out that some of the solutions are cost
effective and they still need to be implanted for the smooth running of the organisation since
human resource department caters for the employees in the organisation, evaluation was done
and giving estimated costs and the activities which needs to be carried out.
A report was documented to Directors of the organisation for them to approve for more
researchers to be conducted, data was collected to from various departments of the
organisation and it was illustrated in different types of visual points to illustrate how other
departments feels about the ongoing recruitment going on. Most of the departments managed
to point out their views by willing to change and use professional systems to attract
candidates as to build the good image of the organisation. Suggestions were raised by the
researcher, so as to help the staffing specialist in different ways they can recruit for the better
of the current employees and as well as retaining more.
Number of words: 716
ACRONOYMS
D.A.L.C DIGITAL ADVISORY LEARNING CENTRE
H.R HUMAN RESOURCE
C.E.O CHIEF EXECUTIVE OFFICER
W.V WORLD VISION
P.R PUBLIC RELATIONS
STFFNG SPLST STAFFING SPECIALIST
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A.D ADVOCACY DIRECTOR
P.R.S PUBLIC RELATIONS SPECIALIST
F.N.C FINANCE
DRCTR DIRECTOR
JAN JANUARY
FEB FEBRUARY
TABLE OF CONTENTS
Declaration i
Acknowledgments ii
Executive Summary.. iii
Acronomy.. i v
Table of Contents v
List of figures and Tables vi
Chapter 1
Company History 1
Organisation structure .. .. 2
Department of study.. 2
Assessment of Institutions Procedures and findings.. 3-4
Statement of the Problem . 5
Proposed solution. 6-7
Evaluation of solution . 8-10
Evaluations of options 11-12
Chapter 2
Restatement of the Problem. 13Restatement of the Suggested Solution. 13
Project Broad Objective.. 13
Specific Aims....... 13
Chapter 3
Methodology Research .. 14-17
Chapter 4
Data Analysis . 18-19
Chapter 5
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Conclusion and Recommendation 20
Implementation plan. 22
Limitations and Suggestions for improvement. 23-24
References .. 25
Appendix. 26-27
LIST OF FIGURES AND TABLES
SECTION A
Fig 1 Organisation structure
Table 1 Assessment of institutions Procedures
2 Statement of the problem
3 Proposed Solutions and Justifications
4 Evaluation and Solutions
SECTION B
Fig 1 Pie Chart
Fig 2 Data Analysis Operational staff
Fig 3 Data Analysis Middle level staff
Fig 4 Data Analysis Top Management
Fig 5 Gantt chart
Table 1 Data collection Operational staff
2 Data collection Middle level staff
3 Data collection Top Managemen
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CHAPTER 1
1 .1 COMPANY HISTORY
World Vision was founded in 1950 by Dr.Bob Pierce a young pastor and missionary .World
Vision international is a Christian relief and development organisation working for the wellbeing of all people especially children through emergency relief, education health care,
economic development and promotion of justice .World Vision helps communities and help
them.
Established in 1950 to care for orphans in Asia, World Vision has grown to embrace the
larger issues of community development and advocacy for the poor in its mission to help
children and their families build sustainable futures.
Working on six continents ,World Vision is one of the largest Christian relief and
development organisations in the world .The heart of world visions work is in helpingcommunities build stronger and healthier relationships .The absence of such relationships
impoverishes communities .
World Vision focuses on children because they are the best indicator of a communitys social
health .When children are fed ,sheltered, schooled ,protected ,valued and loved a community
thrives.
Vision Statement
Our vision for every child, life in all its fullness.
Our prayer for every heart, the will to make it so.
Mission Statement
World Vision is an International Partnership of Christians whose mission is to follow our
lord and Saviour Jesus Christ in working with the poor a and oppressed to promote human
transformation ,seek justice and bear witness to the good news of the kingdom of god
1.2 ORGANISATION STRUCTURE
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The company has a functional organisation structure .The structure is based on the functions of the
departments.
DEPARTMENT OF STUDY
Department of study - the organization consist of Public Affairs & Communication department which
conduct activities in an effective, legal, fair and consistent manner. The Public relations management
serves these functions communication strategy and panning. The manager has responsibility to the
functions that deal with the needs and activities of the organization's people including these
areas of responsibility such communication and management and employee relation.
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COUNTRY
MANAGER
MARKETIN
G
MANAGER
SALES
MANAGER
SUPPLY
CHAIN
MANAGER
HUMAN
RESOURCE
MANAGER
FINANCE
MANAGER
PUBLIC
AFFAIRS&COMMUN
ICATION
MANAGER
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1 .3 ASSESSMENT OF INSTITUIONS PROCEDUCERS, FINDINGS AND
SOLUTIONS.
World Vision makes use of various Communication tools and techniques .In this section theresearcher will identify what is found in this department via-a-vies the standard syllabus
items as defined by the syllabus of this course.
Table no// 1. STANDRAD SYLLABUS ITEMS, FINDINGS AND REMARKS
Standard Syllabus Item Findings Remarks
There should exist effective
communication
At World Vision, any policy decided at the
top management takes a longer time to
reach the junior staff, these makes it
difficult to respond positively and to
provide customers with first hand
information.
For communication to be
effective to an organization,
World Vision should avoid
ineffective communication
and try to improve in a better
effective communication
process.
There should be a
documentation Policy in any
company.
The communication department is forced to
hire consultants from outside the institution
since their communication specialists are
not well versed in their documentation
strategies. For example project writing
There is need for proper
training
There should exist good
Interviewing system within
the organization.
At World Vision, the human resource
management has embraced the policies of
interviewing and induction
Good interviewing is the K
key to good customer
delivery in any organization
There should exist advanced
technology in any firm in this
competitive world
World vision has a well established IT
Department organized by the
Communication department; however, very
few staff have the knowledge of using this
system hence encouraging the use of paper
work.
The company should take a
step in training her staff to
make use of the technology
1 .4 STATEMENT OF THE PROBLEM
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Observations above indicate that the department makes good communication techniques
.However, communication must not only be efficient but cost effective .In this section the
researcher will identify some of the weaknesses noted and make a justification for the same.
Table no// 2. Statement of the problem
Statement of the problem Justification
Effective communication is not being put
into consideration in terms of future
requirements of people the departments is not
taking this activity serious.
The researcher found out that decisions
regarding communication issues are
delegated to people who do not understand
the interviewing system, this is resulting in
mechanistic structure.
There is need for World vision to train her
staff on the use of IT technology and
especially the use of the internet
Effective communication is having valid
feedback in terms of both methods and
process of communication and competence
which does not exist in the organisation as a
result leaving the people unaware of their
relating position
Rules and procedures are not handled, this is
lengthening decision making issues easier to
deal with, coordinating and control is
decentralise, as a result it is bringing
problems to the staff as they are not aware of
the rules and regulations to abide with.
Ignorance of the latest technology has led to
slow growth of the institution and ineffective
communication. This has widely prompted
crises in the organization in subsequent
seasons.
1 .5 PROPOSED SOLUTIONS, JUSTIFICATION
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In this section the researcher will identify possible solutions to solve the weakness identified and
make a justification for the same.
Table no// 3 .Statement of the Problem, solutions and Justification.
Statement of the problem Solutions and Justification.
Effective communication is not being put into
consideration in terms of future requirements of
people the departments is not taking this activity
serious.
The researcher found out that decisions regarding
communication issues are delegated to people
who do not understand the interviewing system;
this is resulting in mechanistic structure.
Solution.
The organization should embrace good channelsof communication, e.g. Internet
Justification
This will enable the company to communicatefaster and reach an agreement
Solution2
All modes of communication should beaccessible to every staff in the organization.
Justification
This will provide the organization withimmediate feedback.
Solution 1
Good training to senior staff who hold interviews.
Justification
Policies will be adhered to and communicationwill flow
Solution 2
Induction of new employees should be at mostthree months to allow incorporation
Justification
Customer service starts with the new employee
on the first day of the job. This is carried on tothe whole organization
1.6 EVALUATION OF SOLUTION
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In this section you will need to evaluate all the two options for each of the two problems and
compare their net benefit values individually with a view to identify the best recommended
solution for the organisation.
Statement of the problem Suggested Solutions, option and Evaluation
Effective communication is not being putinto consideration in terms of futurerequirements of people the departments is nottaking this activity serious.
The researcher found out that decisions
regarding communication issues are
delegated to people who do not understand
the interviewing system; this is resulting in
mechanistic structure.
Solution.
The organization should embrace goodchannels of communication, e.g. Internet
Evaluation 1,000,000
Period 4 years
Advantages
Good flow of comunication
Disadvantage
Expensive
Solution2
All modes of communication should beaccessible to every staff in the organizationEvaluation
2,000,000 for 4 years
Advantage
More decision making through communication.
Provision of specialized services to staffmembers, the department's goal is to foster
positive relationships, to increase job satisfaction,and to make sure all customer or client needs aremet.
disadvantage
Slow at making decisions since more informationwould have been acquired.
Specialists will also be needed to deal with theincreasing Complexity of legal requirements,court rulings and new legislation.
Solution 1
Good training to senior staff that holdinterviews.
Evaluation 500,000
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Advantage
Work performance is improved
Disadvantage
If the master fails, the entire integratedcompany does not work.
There is more time needed to consume
Solution 2
Induction of new employees should be atmost three months to allow incorporation
Evaluation
1,000,000
Advantage
This will guarantee the company goodworking relations effective outcomes
Specialisation, productivity gains.
Disadvantage
lower job satisfaction (which can lead to
lower productivity)
It will take a bit of time to implement.
1.7 Evaluation of Options
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In this section two options are evaluated for each of the two problems and compare their net
benefit values individually with a view to identify the best recommended solution for the
company.
Option 1
Year Year1 Year2 Year3 Year4 Total
Cost 250,000 250,000 250,000 250,000 1,000,000
Benefits 300,000 350,000 200,000 300,000 1,150,000
Year1 Buying of suitable channels of communication
Year2 Suitable staff
Year 3- training
Year 4- increase in salaries
Year 1 no major changes
Year 2- on job training
Year 3- training is carried out effectively
Year 4- candidates are disappointed with human resource issues.
Total benefits Total cost
1,150,000-1,000,000
150,000
Option 2
Year Year1 Year2 Year3 Year4 Total
Cost 1,000,000 500,000 300,000 200,000 2,000,000
Benefit 1,050,000 600,000 400,000 300,000 2350,000
Year 1-training of employees and workshops
Year 2- employees begin to understand communication issues
Year 3-co-ordination and managing starts to take its shape.
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Year 4- more candidates coming in.
No major results employees begin to take note of improvements
Employees hired begin to respond positively
Some candidates disappointed with P.R activities
Option 3
Year Year1 Year2 Year3 Year4 Total
Cost 100,000 500,000 300,000 200,000 1,000,000
Benefits 150,000 600,000 350,000 300,000 1,400,000
Descriptors
Year1 cost- Advertisement of vacancies
Year2 cost-Interviewing
Year3 cost-Induction process
Year 4 cost-Full Hiring
Year1 benefit- Low benefits but image boosted up
Year2 benefit- customers begin to take note of improvements in the communication
Year3 benefit- customers introduces one another
Year4 benefit- system failures which made customers more disappointed
Net results over 4years-Total benefits Total costs
=1,000,000- 1,400,000
= 400,000
Recommended Solution
The best recommended solution is option number one because this is what the company will be able
to afford in monitory value.
THE CAMRIDGE ASSOCIATION OF MANAGERS
ADVANCED DIDLOMA IN BUSINESS MANAGEMENT
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BUSINESS MANAGEMENT
Analysis of the effective communication in organisations
A Case Study of World Vision (KENYA)
Report Documented to the Managing Director for Action
By the Board of Directors
DONE BY:
DATED : November, 2010
CHAPTER 2
2.0 Re-statement of the Problem
The company does not have an effective communication policy as poor relations are observed
among workers.
2.1 Re-statement of the Suggested Solution
The organisation should advertise all the positions that fall vacant.
2 .2 Project Broad Objective
1) The main objective of this project is to ensure that the researcher review and evaluate the
companys progress by identifying how effective communication policy can be implanted
formally.
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2 .3 Specific Aim
1) To carry out a research on communication process at World Vision (Kenya).
2) To find how implementation of new solutions by the P.R department and line managers is
going to take them.
3) To analyse the effects of a communication procedure on staff performance in organisations.
CHAPTER 3
METHODOLOGY RESEARCH
In this section, the researcher has been given the permission by the Managing Director of the
organisation to carry out a research so as to meet the aims and objectives.
3 .0 Research Design
Descriptive research design it is formal and structured and makes use of questionnaires and
can acquire a lot of information through description, Useful for identifying variables &
hypothetical constructs > which can be further Investigated through other means (kind of like
exploratory surgery, or the USS Enterprise on an away mission (See Appendices for
sample used)
3.1 Sample Population
Table no// 1
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Department Number of staff
Human Resource 15
Finance Department 10
Staffing Specialist 5
Advocacy Department 6
Public Relations 4
TOTAL 40
3.2 Data Collection Methods.
Questionnaires, Interviews
Reasons: Managers are well educated and deal with decision making in the organisation
hence they are willing to give some ideas through writing in order to fill in the set questions
as responses .(see appendix for sample )
DATA COLLECTION
From the Operational Level Staff
Method of collection:Oral Interview
Reason for choosing this method: A good number of the operational staff might not be ready
or willing to write a document as response because they are not well educated and they
require explanation where they do not understand as they give the responses. In addition, the
availability of the staff due to their closeness hence they can be easily reached for interviews,
as they are involved in the day to day activities of the organization
3 .4 Data collected from Operational staff
Department Finance Dpt HumanResource
PublicRelations
Staffingspecialist
AdvocacyDpt
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Number of
employees
willing to
change
10 6 3 3 6
Number of
employees
not accepting
change
5 4 1 2 2
Total 15 10 4 5 6
Source researcher: 200
MIDDLE LEVEL STAFF
Methods of collection: Oral Interviews
Reason for choosing this method: Due to the busy schedule of the Middle level Staff, they
may not be willing to write documents as responses. The staff could be easily reached for the
interviews as they are close and can provide the desired and applicable information. For this
level of staff, the questions were carefully planned and geared towards finding out what they
do routinely the status of the organization to their activities and if they would be willing to
accept a new change.
Table no// 3 Data Findings
Department FINANCE
Dpt
Human
Resource
Advocacy
Dpt
Public
Relations
Staffing
Specialist
Number of
staff willing
to change
13 8 5 2 4
Number of
employees
not accepting
change
2 2 1 2 1
Total 15 10 6 4 5
Top management
Method of collection: Questionnaires
Reason for choosing this method: The top management staffs are highly educated and theydeal with a lot of crisis and wont be able to take more time to respond at their own
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convenience. Questions asked were well thought- out and geared towards finding out what
they do on day-to day basis as well be willing to accept a new change.
Table 4: Data Findings
Department Human
Resource
Director
Finance
director
Advocacy
Director
Public
Relations
Specialist
Staffing
Specialist
Number of
staff willing
for change
3 2 2 5 4
Number of
staff not
accepting
change
1 1 2 1 1
Total 4 3 4 6 5
CHAPTER 4
DATA ANALYSIS AND FINDINGS
The researcher went ahead and analyzed the obtained raw data in a presentable and detailed
manner by the use of pie chart and bar graph.
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Pie chart-it is a proportion of the total figure made up by each component where each slice of
pie chart represents dissatisfaction or satisfied employees to the number of staff in the
respective departments.
Bar graph- compares two situations that is acceptability or neglect among different
categories.
This will give focus to the organisation where they need to put effort during the
implementation plan.
Fig No// 1
DATA ANALYSIS OPERATIONAL STAFF
0
2
4
6
8
10
Finance
dpt
Human
Resource
Advocacy
dpt
Public
Relations
Staffing
Specialist
NUMBEROFEMPLOYEES
DEPARTMENTS
YES NO
KEY
The above graph shows that the most tentative responses were from finance department
And the staffs are willing to embrace change
Fig 2
DATA ANALYSIS FROM MIDDLE LEVEL
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0
2
4
6
8
10
12
14
Finance
Department
Human
Resource
Advocacy Public
Relations
Staffing
Specialist
DEPARTMENTS
YES NO
KEY
Fig 2 shows that change there is change in all the departments, the P.R perception is one of
the departments which has the perception of ability to deal with change, the percentage
outcome will be high.
FIG 3 DATA ANALYSIS FROM TOP MANAGEMENT
0
1
2
3
4
5
Human
Resource
Directors
Finance
Director
Advocacy
director
Public
Relations
Specialist
Staffing
Specialist
DEPARTMENTS
YES NO
KEY
The analysis above shows that the top management are willing to change the way communication is
done.
CHAPTER 5
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5.1 CONCULUSION AND RECOMMENDATIONS
Since the organization is facing challenges of communication, most of the relationships are
poor, as an organization it needs to pull up on the strategies they are using to have the process
effective and efficient. The researcher suggested that the organisation plans to increase
spending on communication because 68%of the organizations plan is to increase their
spending in selection, advertising and training. There is also need for the organization to
perceive their approaches to communicating to be moderately effective. The data analysis has
shown us that the organisation is willing to change their current approach to effective
communication.
RECOMMENDATION
Communication strategies for the organization needs to be reviewed and some of the
strategies they use to recruit both managerial/professional and non-management candidates
was not professional such word of mouth to advertise a position .The organization needs to
use the internet as the most popular advertising medium and its used by most 75% of the
organization to survey, they also need to utilize internal resources e.g. internal job postings
and employee referrals and different kind of agencies will be of help to recruit for positions at
different levels.
If the organization offers candidates and employees a positive culture (e.g. innovative,
diverse ,potential to advance ) and learning environment as well as training they will be more
satisfied employees and more at retaining them.
If all the above can be implemented in the process of recruiting and making advertisements
W.V will be successful organization which many are going to take examples from.
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5.2 IMPLEMENTATION PLAN
World Vision requires a good implementation plan to provide direction and focus of their
activities as well as the organization. This will enable the effectiveness being achieved
through specific strategies. There is a saying in the financial planning business: "Nobodyplans to fail; they just fail to plan." This saying is no less true of human resource management
planning in today's modern farming operation. Too many producers wait until the need for
employees is at a critical stage before they start their search. Including a plan and an annual
review of their human resource needs will save producers countless hours of frustration.
Creating a Public Relation management plan does not have to be an onerous task, but it does
take some time and thought. The effort put into the plan will pay dividends by resulting in
finding the right people for the job. For producers planning on hiring, a Public Relation
management plan is an essential tool in the decision-making process. A plan will help
identify areas where additional employees may be needed as well as positions that require
specific skill to guide implementation effectively; a Gantt chart illustrates activities which
need to be implemented below. This will display the activities to be carried out and also how
long it would take. It also carries the cost of activities to be implemented.
Gantt chart below is a Gantt chart which provides a graphical illustration of a schedule that
helps to plan, coordinate and trace specific tasks in a project. The activities which the
organization needs to implement will take a period of 6 months at a cost of ksh 60,000
GANTT CHART
Activities Jan Feb March April May June
Training
Advertising
Hiring/referencecheck
The Gantt chart shows that both the employee and new candidates who will be coming onboard will be going through a training a session which will be conducted by human resource
specialists for a period of 3 months.
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Since the organization has filling up the positions by word of mouth advertising process willbe going on for as long as 2 months updating the current positions which will be coming upin the organisation.
Hiring and reference checks will be done in the period of a month since all the interviews
would have been done
5.3 Limitations
It was noted that the reasecher faced a lot of limitations in the process of carrying out the
research, some of the noted included lack of adequate time, inadequate information mostly
from operational staff owing to be instilled fear by the top management leadership coupled
with the fact the operational staff were also spectacle about the reason of conducting the
research as well as lack of staff education at the operational level was of great hindrance.
5.4 Suggestions for Improvement.
It is therefore recommend that adequate time needs to be made available to enable good
research work to be conducted.
The management needs to thoroughly prepare staff about the reasons of conducting a
research.
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REFERENCES
1) Business Communication Today (8th Edition) (Hardcover) by Courtland L. Bovee
(Author), John Thill (Author)
2) Business Communication (Harvard Business Essentials) (Paperback)
3) Business Communication: Process and Product (with InfoTrac) (Hardcover) by Mary
Ellen Guffey (Author)
4) Excellence In Business Communication (Paperback) by Thill and Bovee (Author)
5) Business communication, 15th ed. (workbook included) Lehman, Carol M. and Debbie D.
Dufrene.South-Western College Pub.2008
6) Bailey, Edward P. Writing & Speaking at Work:A Practical Guide for Business
Communication. 2nd ed. Upper Saddle River, NJ: Prentice Hall, 2002.
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APPENDIX
SAMPLE QUESTIONNAIRE
What is the background of your organisation? (Overview)
What method do you use to attract potential candidates/employees?
a) Employment agency (b) Search firm (c) Invitation or nomination (d) Network meeting
What specification and skills do you look for in the candidates?
A) Team spirited (b) creative (c) concern for others
What method do you use to select your candidates?
a) Extremely qualified (b) not a fit (c) gender (d) well qualified
How do you evaluate candidates?
Does your human resource department use Human Resource Management Planning Checklist?
..
In terms of your workers training background do you hire already trained professionals for the most
part?
a) YES
b) No
c) Sometimes
In which economic sector does your organization operate?
a) Public Service
b) Political
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c) Financial
d) Technology
e) Other
How many employees are there in your organisation?
1-10 11-25 26-50 51-100 200+
What is the global budget of your organization?
a) 0-$100-000
b) $100,000- 250-000
c) $500,000-1m
d) 1m-5m
top related