In the learning outcome two it helps to understand how to assess information and knowledge needs. In the Learning Outcome two it' helps to understand create strategies to increase personal networking to widen involment in decision making process. Learning outcome three will help to understand to develop communication process in an organzation. And finally mearning outcome four will help to improve systems relating to infornation and knowledge.
Introduction
The purpose of this report is to understand about the communication in the organization and how to improve it. Brandix is a branded apparel company in sri lanka. It is Sri Lanka's single largest apparel exporter with an annual turnover of over US $ 500 million. Brandix employs over 35,000 Associates directly. By reading this report you can understand about the communication process in the Brandix company and about their decision making process. And how they develop their communication process to make better decisions.
Individual Assignment
Task 1
LO1.1/ LO2 - Brandix and Their Range of Organizational Decision Taken and the Stakeholders of a Decision Making Process
(http://www.securities.com, 2010)
Background of the organization
Brandix has been accredited as Sri Lanka's single largest apparel exporter with an annual turnover of over US $ 500 million. Brandix employs over 35,000 Associates directly, while generating indirect employment to an equivalent number. The Group is supported by over 34 manufacturing facilities backed by strategically located international sourcing offices. The company provides over 50% of value addition locally through its backward-linked operations in textiles, thread, buttons, and hangers. Brandix is located in Colombo 03 and as well as in Welisara, there's Brandix Intimate Apparel Factory. In Seeduwa, there's Brandix Eco Centre also.
Brandix Vision
" To be THE inspired solutions for branded clothing "
Brandix Values
Intergrity
Team Work
Customer Service
Learning & Development
Ownership & Commitment
Brandix is proud to receive the recent global recognition for its Eco Centre in Seeduwa for Brandix Casualwear. The plant received Platinum rating in August 2008 under the Leadership in Energy and Environmental Design (LEED) Green Building Rating System of the US Green Building Council (USGBC). And Brandix get the WRAP standad, it is the most compliance standard in United States for the apparel industry. Brandix has been accredited the SA 8000 Social Accountability Standards acomplished by New York based Social Accountability Internatinal (SAI). Brandix Textiles (BTL) accomplished another national first when its plant in Makandura received its Fair Trade certification from the Institute for Marketecology (IMO) of Switzerland.
Organization structure in Brandix
Desamanya Ken Balendra is the chairmen in the Brandix. Ken Balendra joined the Board of Directors of Brandix Lanka Limited as its Non-Executive Chairman in 2001, following one of Sri Lanka's most distinguished and respected active business careers. In recognition of distinguished and highly meritorious services, he was conferred the national honor of Desamanya by the President of Sri Lanka, in 1998. Mr Ashroff Omar is the Executive Officer; Trevine Jayasekara is the finance director of the Brandix. And there are four directors in the board of directors in the Brandix and they are Aslam Omar, Feroz Omar, Ajit Johnpillai, and Udena Wickramasooriya. And Mr. Priyan Fernando is the Non-Executive Director in the Brandix.
With a vision "To be THE inspired solution for branded clothing", Brandix has been the pioneer of the concept of 'total solutions' in Sri Lanka's apparel sector. Their strong competencies in product development, manufacturing and marketing, are complimented by their most significant advantage in textiles; Brandix make their own fabric, threads, buttons and hangers. Brandix also provide customers with R&D, washing, dyeing, finishing, and quality control services. And Brandix employ over 40,000 associates across 38 manufacturing locations in Sri Lanka, India and Bangladesh. They always want to inspire solutions for branded clothing and Brandix always take their decisions accept for that.
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The Range of Decision Making in Brandix
Decision Making lies at the heart of business activity. Businesses are decisions making units made up of a different of decisions makers e.g. - directors, managers, and employees. Most classifications of types of decisions are based on the predictability of decisions. Programmed decisions are straightforward, repetitive and routine. They can be dealt with by creating routines and procedures such as stock ordering systems.
Other decisions are more different and unstructured. Clear cut systems for making these decisions may not have been growup. It is possible to contrast decision making according to the time available to make the decisions.
Short term operational decisions have to be frequently made and linked relate to the management and supervision of activities, such as the ordering of new stock, the creation of a new production schedule, organizing a work rota etc. Periodic control decisions are made less frequently. They involve make decisions to keep the organization on track. They include decisions about taking actions when there are budget variances, or production is falling behind schedule.
Strategic decisions are the long term plans of the organization. These decisions are taken by senior managers, but with some consultation of lower levels within the organization. An operational decision made by group staff of an airline might be the organization of seating patterns and organization vegetarian meals. A periodic control decision might ne one which involves altering security arrangements in the light of terrorist threats. Strategic decisions might include whether to invest in new aircraft and which routes to fly.
Stakeholders that involves to the decision making process,
Board of directors
Managers
Executive officers
Employees
Internal customers
LO1.2 - Information and Knowledge needs to ensure effective decision making
(http://www.jhigh.co.uk/Intermediate2/Using%20Information/6_levels_of_info.html, 2013)
There are three levels of decision making. They can display follows,
Chart 01- Levels of Decision Making
Owners/Board of Directors
Strategic
Decisions
Tactical Decisions
Managers
Operational Decisions
Most Employees
Strategic information is used at the very top level of management within an organization. These are chief executives and or directors who have to take decisions for long-term. Strategic information board gathered and will use a mixture of both internal and external information sources. Next level is tactical level and tactical planning and decisions making take place within the guideline of the strategic plan. Tactical information will be mostly internal with a few external sources being used. Internal information is likely to be function related: for example, how much 'down time' a production line must allocate for planned maintenance. Tactical information is used by middle management (employees) when managing or planning projects. The lowest level is operational and operational planning based on the tactical plan. The lowest level of the management or employees implement on this. These may be section leaders or foremen in a large organization or workers such as shop assistants, waiting staff, and kitchen staff etc..
Brandix always trying to make better decisions to develop their products. They always make their decisions with the environment. And Brandix launching projects that help to protect the environment. Clean technology, waste management and environmental preservation have been inextricably woven into the very fabric of their business. The adoption of best practices and global standards has not only benefited Brandix qualitatively, but has also brought a considerable quantitative benefit into both their top and bottom line performances through effective cost and waste management, infusion of technology and higher productivity. Brandix appreciate that by constantly meeting and exceeding global standards, the value addition and benefits extended to their customers have been overarching and have strengthened relationships and image building.
Brandix HR portal SHINE allows managers to analyze job roles, so that the HR managers can automatically access information on how employees move internally from one job to another. This allows the company to respond to unpopular jobs by hiring outsiders to fill them.
LO1.3- Internal and External Sources of Organizational Information and Understanding
(http://www.jhigh.co.uk/Intermediate2/Using%20Information/6_levels_of_info.html, 2013)
Information is an important source that essential to make decisions in the organization. They need to find information relative to their operations. Internal information is vital to the successful management of the organization. The information may be available from a number of sources within the organizat
ion, for example:
Marketing and sales information on performance, revenues, markets shares, distribution channels, etc.
Production and operational information on assets, quality, standards, etc.
Financial information on profits, costs, margins, and cash flows, investments, etc.
Internal documentation such as order forms, invoices, credit notes, procedural manuals.
External information relating to way a business should undertake its activities and information about the markets in which a business operates. It concerned with what happened beyond the boundaries of the organization.
Ex:-
Internet
Trade Journals
Professional Publications
Financial Magazines
LO2.2 / LO2.3 - Stakeholders Involves In Decision Making Process
(http://smallbusiness.chron.com/advantages-disadvantages-stakeholders-32179.html, 2013)
Stakeholders are people or groups who have an interest in the outcome of a decision-making process or project. They may be employee groups, parent-teacher associations or neighborhood groups. For any given project or decision, there can be dozens of stakeholders.
There are several key benefits of including stakeholders in decision-making process. Stakeholders have unique insight into issues. They can secure resources to assist with the decisions or project. Involving stakeholders can build trust, which can ultimately lead to increased consensus for project or final decision in the company. It can also increase transparency and lead to better decision making.
Engaging stakeholders takes planning. Organization will want to get quality input but not raise unrealistic expectations. By selecting stakeholders who have a vested interest in project or decision-making process. Outline the process ahead of time and share it with the participants. Setting a clear timeframes, so the input doesn't become endless but is directed toward a final outcome. Finally, it'll make clear soliciting input, and although all ideas will be considered, not all input will be used. This will help diffuse overly exaggerated expectations.
There are internal and external stakeholders.
Internal Stakeholders - top management, line management, functional heads, service and support workers.
External Stakeholders - regulators, environmental and legal entities, the general public.
There can be several ways to involves stakeholders to decision making process, they can show as follows,
Informal meeting can create a relaxed atmosphere in which small groups of stakeholders can meet company representatives to discuss topics of mutual interest. It is important that stakeholders feel that their opinions are going to matter and make a difference, therefore involving senior executives or other senior staff with sufficient authority is important to ensure effective decisions.
Surveys and questionnaires concentrating on specific issues. These may be directed at local interest groups to develop mutual understandings and expectations.
Create opportunities for engagement.
Some sectors have multi-stakeholders forums that companies can join in order to access key stakeholder representatives an
Participate in organized discussions and dialog sessions.
LO1.4 / LO2.4 - Recommendation for Improvement in Information Sources and Stakeholders Involvement
(http://www.gottaquirk.com/2010/03/10/five-tips-to-help-you-better-manage-stakeholder-relationships/, 2013)
To get the reults that want from the decision making process. Organization should improve they quality in information sources. Information sources should be reliability, that means information msut accuartely reflect the situation it describes. And the most importanly it's must availabe on time. It is only useful if it available on time. The quantity of the information is very important to make decisions. Because just enough information should be made available not more than is necessary. When organization improve the quality that mentioned, it's not difficult to make better decisions. There are several sources that can gathered information about the organization. They can display as follows,
Internet - Internet is the best source that anyone can find the informations that they want. If someone wants to know about the oragzanition they can follow the organization website or company e-mail address. Ex:- http://www.brandix.lk/ , [email protected].
Financial magazines - financial magazine is a valuable source that anyone can find about the oragnizaiton and what going on with the organization.
And there can be several ways to improve stakeholders involvement. They can decribe as follows,
Identify stakeholders - this will enable to start thinking through appropriate and targeted communication with them.
Priorities them - organization have to be some individuals and group who's needs are more important and who require prioritisation if the company intend maintaining their support. This will ensure personalitation and consistency across communication channels at a later point in the process.
Understand their needs - Stakeholders require consistent and regular communication and service. By understanding their needs, it easy to involve with them.
By improving information sources and stakeholder involvement , it is easy to make better decisoins. As mentioned above, Brandix company can improve their information sources and staeholder involvement in decision making process.
LO3.1 / LO3.2 - Existing Processes for Communication
Brandix is a company with a vision "To be THE inspired solution for branded clothing", Brandix has been the pioneer of the concept of 'total solutions' in Sri Lanka's apparel sector. In the communication process of Brandix, they always try to keep inspiring customers with the solutions. In Brandix strong competencies in product development, manufacturing and marketing, are complimented by their most significant advantage in textiles. First of all Brandix company identify the new opportunities and with their creatiive minded they invent an new idea to the market. After that the new idea will put on to the board of the Brandix and they will get the final decision about the newly introduced idea. If it is recommended, it'll introduced to the customers.
Brandix group-wide initiatives to achieve manufacturing and supply chain excellence, close collaboration with their suppliers, and sales offices at the customer's doorstep all guarantee fast and flexible solutions from the source to stores.
Importance of the Organizational Culture, Team Meetings & Group Discussions to Improve Proper Communication
(http://ctb.ku.edu/en/tablecontents/chapter16_section4_main.aspx, 2013)
To improve proper communication in the organization, it is better to have a good knowlegde about the organization culture, team meetings and the group discussions.
Organiaztion Culture
Organization Culture is te collective behavior of human who are apart of an organizatoin and the meaning that the people attach to their actions. Organization Culture is a system of shared meaning held by memebers that distingishes th organization from other organizatioins.Culture content the organization value, visions, norms, working launguage, systems, symbols, beliefs and habits.
The Brandix Way of Life is their culture and permeates their whole organisation. The Brandix corporate 'personality' is determined by three overlapping areas: values, work culture and social responsibility. Their way of working is all about accepting and embracing their values, and acting with social responsibility. It's also about a young and dynamic entity which supports its personalities to blossom in a vibrant environment.
Team Meetings
Meetings are really important for any work group, for teams it's absolutly crucial. Meetings are the only place where members can build and develop their relationshiop as a total group. It's place that every group members meets each othet, so it's easy to geta good idea about what other members think about the organzationa and about the new ideas about the company.
Group Discussions
Group discussions is a type of meetings, but it differs from the formal meetings. It may not have specific goals. In group discissions it gives chanec to speak to every team member. It's easy to communicate the ideas to the other team members. By this it's easy to make better decisions within the communications.
Current Management Thinking Process in the Brandix
Communication plays special role in the organization. It is the life wire of the organization. Communication in an organization is definetly happened. The communication process includes message being sent and received. Message should carry out with some medium and reciever should response within the timeline and most important thing is receiver should understand the message. Communication in an organization is very complex and it needs to be correctly handled and monitored to avoid chaos, crisis or conflict.
Communication Process in Brandix:-
The Branidx Company has a hierarchical organizarional structure. It is very complicated to communicate in a hierarchical structure. Also it takes time to get feedbacks by communicating through the hierarchical structures. But in the Brandix company, they avoided those difficulties and develop with the new technology. They use internet, group video calling ex- skype, video conferessing. With new technology Brandix company get the ability to avoid those complications and develop the communication process in the company.
LO4.1 / LO4.2 - Improvements in the Current Management Communication and information and Knowledge Areas
Identifying how information could be used as controllong and coordination method for an organization. It is well known that information is used to make decisions in the organization. To make decisions organization need informations. For that company should collect informations, format them, storage in the right method and dissemination. Those can explain as follows,
Collocting information that the Brandix company need to create their products. There many informations that the company needed and few of them display as follows,
Information about the fabrics that want for the Brandix company products.
Ex :- Woven, Knit, fabric printing
Prices about the fabrics and the details about the suppliers.
Accounting records & Financial statements.
Collect infromation through group discussion and team meetings.
Internet, websites
Research
Consumers
And do reasearch based on the collected infromation and get the idea that what is going to do and how its going to happend. It deciside on the collected informations. Then store only accurate information in right method. Brandix company store their informations in to DVD's or CD's, profile and in the company website. After that disseminate the information, that mean use methods communicate the infromations. Ex:- annual reports, fianancial reports, company website. By using those stored date company can get dcisions at anytime. Nowadays it's easier than before, because of the new technology. Ex: internet, satelite technology. For get the best resluts from the decisions making process, organization should implementing and justifying appropiate changes to improve the collection, formatting, storage and disseminating information and knowledge.
By collecting data and storing, company can use new technology and doing the research, then company can collect information more easier & faster. And distribute the information in the best way. That mean Make others informed verbally or via a written method using telecommunication methods such as e mails, calls, faxes, websites.
LO4.3 - Develop the Existing Models of Communication, Information and Knowledge Needs
Every organization no matter what they produce or where they situated, or what scale they operate, realize and value the importance of the communication. By understanding the communication models, organizations can use them enhancing effective communication in the organization. There are three famouse and frequently used communication models used nowadays. Those are,
Shanon's Model
Berlo's Model
Schramm's Model
It's better if Brandix company use the Berlo's Model of communication. Because according to this model, for the message to be properly encoded and decoded, the communication skills of both the source and the receiver should be at best. The communication will be at its best only if the two points are skilled. By using this communactioin method, Brandix company can make effective communiaction in the organzationa and make better decisions.
LO4.4 - Improve the Current Information Systems in Order to Obtain a Better Organizational Growth
(www.wikipdia.com, 2013)
Information systems (IS) refers to the interaction between people, processes and technology. This interaction can occur within or across organizational boundaries. Infromation system is a set of inetrrelated components that collect or retrieve, process and distribute information to support decision making and control in an organzation. There are four main Information Systems,
Transaction Processing Systems (TPS)
Management Information Systems (MIS)
Executive Information Systems (EIS)
Decision Support Systems (DSS)
Brandix using Decisoin Support Systems (DSS) as their information system in the company. These systems are mathematial models and simulation that allows a manager to test future scenario based on present and predicted information from within the organization and from external sources. DSSs serve the management, operations, and planning levels of an organization and help to make decisions, which may be rapidly changing and not easily specified in advance. Decision support systems can be either fully computerized, human or a combination of both. DSSs include knowledge-based systems. A properly designed DSS is an interactive software-based system intended to help decision makers compile useful information from a combination of raw data, documents, and personal knowledge, or business models to identify and solve problems and make decisions.
An Information system can be developed in house (within the organization) or outsourced. This can be accomplished by outsourcing certain components or the entire system. By improving the current information systems it helps to make better decision making and as well as the to obtain a better organizational growth.
Conclusion
The purpose of this report is to undrstand about the communication procees and the decision making process of an organization. In this report it selected Brandix company to get a clear knowledge about the communication process and how it use in an organziationa and how it help to decision making process.
