NCV 2 Management Practice Hands-On Support Slide Show - Module 1

Management Practice 2

What we cover

• Module 1: The individual’s role within the business

• Module 2: Management functions and activities

• Module 3: Basic legislation

• Module 4: Business Ethics

• Module 5: Record Keeping

• Module 6: Change management

2Future Managers Management Practice – Level 2

Module 1: The individual’s role within the business


Outcomes

After completing this module, you will be able to:1. Discuss the rights of an employee within the

workplace2. Identify and explain the structure, culture

procedures and concepts within an organisation

3. Discuss how business functions range. Business functions include aspects such as customers, deadlines, markets, quality, profit and environment


The Constitution of South Africa


• In groups, discuss the South African Constitution Act No.108 of 1996 and comment on the following:– What was the overall objective of the Act?

Activity 1.1

Management Practice – Level 2 6Future Managers

The Constitution of South Africa• In the workplace:

– Everybody has a right to fair labour practices– Every worker has the right to form and join a trade

union, to participate in the activities of a trade union and to strike

– Every employer has the right to form and join an employer’s organisation and to participate in the activities of an employers’ organisation

– Every trade union and employers’ organisation has the right to determine its own activities, to organise, to bargain collectively and to form and join a federation

– Every trade union, employers’ organisation and employer has the right to engage in collective bargaining


• Either visit a business or do research and then list the current labour legislation in South Africa

Activity 1.2


• There are six main Acts relating to employment. Can you name them?– Employment Equity Act– Basic Conditions of Employment Act– Labour Relations Act– Occupational Health and Safety Act– Skills Development Act– Compensation for Occupational Illnesses and

Diseases Act– Unemployment Insurance Act

1.1 Current Labour Legislation


Labour Legislation


• Promote equal opportunity and fair treatment through the elimination of unfair discrimination

• Implementing affirmative action measures to redress disadvantages in employment experienced by designated groups

Employment Equity Act


• To ensure that working conditions of unorganised and vulnerable workers meet minimum standards

• To remove rigidities and inefficiencies from the regulation of minimum conditions of employment and to promote flexibility

Basic Conditions of Employment Act


• Purpose: Advance economic development, social justice, labour peace and a democratisation of the workplace

• Objectives: Realise and regulate the rights of workers and employers

• Formation of workplace forums– Made up of workers and junior management

– Promote the interest of all workers

Labour Relations Act


• No party can agree to work in unsafe conditions

• Duties of employees include:– To take reasonable care for the health and

safety of himself or other persons who may be affected by his acts or omissions

– Perform any duty that is required to comply with the Act

– Carry out any lawful order given to him and obey the health and safety laws

Occupational Health and Safety Act


• The purpose of this Act is to:– Develop the skills of the South African workplace

– Increase the levels of investment in education and training in the labour market and improve the return on investment

– Use the workplace as an active learning environment, to provide employees the opportunities to acquire new skills, and to provide opportunities fore new entrants to the labour market to gain work experience

Skills Development Act


• Employ persons who find it difficult to be employed

• Encourage workers to participate in leadership and other training programmes

• Improve the employment prospects of persons previously disadvantaged by unfair discrimination

• Ensure the quality of education and training in and for the workplace



• Assist work-seekers to find work, retrenched workers to re-enter the labour market and employers to find qualified employees

• Provide and regulate employment services



• Allows for compensation to be paid to an employee, who as a result of his activities in the work situation, is partially or totally disabled, or contracts an occupational disease

Compensation for Occupational Injuries and Diseases


• Provides for the payment of benefits to contributors towards the Unemployment Insurance Fund who become unemployed.

Unemployment Insurance Act


Did you know:The band UB40 got its name

from the form for claiming unemployment benefit in the

United Kingdom

• Can you guess what the six international rights of employees are?– The right to work

– The right to freedom of association

– The right to collective bargaining

– The right to strike

– The right to protection

– The right to training

1.2 Rights of employees


• Divide into groups and make a list, according to your knowledge, of the rights of the South African employee

• You may refer to the international rights of employees but keep your focus on the South African situation

Activity 1.3


• South African employees have the following nine rights:– Right to work

– Right to fair remuneration and conditions of service

– Right of access to training and retraining

– Right to organise and belong to a trade union

– Right to negotiate and bargain collectively

Rights of South African Employees


– Right to protection of safety and health

– Right to security against unemployment and the payment of amounts to dependants of deceased contributors

– Right to security in the event of injury on duty

– Right to job security and protection against unfair labour practices

Rights of South African Employees


Can you match each right with an Act?? ?

2. Identify and explain the structure, culture, procedures

and concepts within an organisation


• Explain the terms: organisational structures, culture, procedures and concepts

• Explain organisational terminology. Procedures and concepts include organisational policy with regard to: conditions of employment, disciplinary, grievance and employee representation

• Illustrate the structure of an organisation in an organogram. Organisational structures include overall, departmental, work group and human resource structures

• Discuss and reflect upon the individual’s role within an organisation

• Explain the purpose of understanding an individual’s role in an organisation

• List and explain the management functions and give an indication of who in a structured environment is responsible for each function

Outcomes


• Organisational Concepts– Organisation is the result of the grouping of

processes for its goals be reached as efficiently as possible

– Organising is the process of creating an organisation’s structure so that members of the organisation can work together effectively to achieve the organisational objectives

2.1 Explain the terms organisational structure, culture, procedures and other

related concepts


• Organisational Structures

– The organisational structure is the way that jobs are formally divided, grouped and co-ordinated.

– The purpose of an organisational structure is to establish a productive enterprise


related concepts


• Line structure

• Line and staff structure

• Functional structure

• Product or project structure

• Matrix structure

Types of Organisational Structure


Try to guess what each structure would look like

• Organisational Culture– The culture of an enterprise is the way things

get done– Refers directly to the internal environment of

the enterprise– Reflects the norms and values of the formal

structure of the enterprise, as well as the history of the enterprise, the types of people who work for the enterprise, the work processes and the way of communication


related concepts


• Divide into groups and then discuss the classroom culture. Make a positive proposal to your facilitator or lecturer on how they can improve or better the culture.

Activity 1.4


• Organisational Procedures– Refers to the series of related steps or tasks

expressed in chronological order to achieve a specific purpose

• Organisational Organogram– The formal structure of the organisation,

indicating each members position in the organisation as well as his/her responsibility


related concepts


• Visit a nearby organisation or business of your choice and ask management for a copy of their organisation or business organogram. Bring the examples to the classroom and then in your groups, study the different organograms and determine what type of organisation structure it is.

Activity 1.5 Research on organograms


• Organisations must formulate short- and long-term goals and strategies if they are to achieve their objectives.

• After the planning is done, the organisation can draw up formal policies.

Organisational Policy and Procedures


• Policies• Procedures• Conditions of employment• Discipline• Grievances• Employee Representation

2.2 Organisational Terminology Procedures and concepts including organisational policy

with regard to conditions of employment, discipline, grievance and employee

representation


• Broad guidelines of an enterprise

• Guides managers and workers in making decisions

• Ensure that decisions are consistent with the organisation’s goals

• Guided by the laws of the country

• Reflect the values of workers and management

What is a policy?


• Groups must send one member to any nearby business or even the little café on the corner and ask the manager or owner to give them a copy of one of their own policies. Bring the policy to the group and write down the “guidelines” or “rules” of the policy.

Activity


• The process we follow to achieve our goal

• Policies include:– Disciplinary action

– Grievances

– Employee representation

What is a procedure?


• Nature or kind of payment and the value of such payment

• Hours of work, including the minimum and maximum hours per week

• Annual leave

• Sick leave

• Contributions to a pension fund or medical aid

• Intervals of payment

• Overtime

• Restrictions on the employee

Conditions of employment


What Act does this relate to?

• Individual task– Have a discussion with your parents about their

conditions of employment. Make a list of conditions linked to their contract or the permanent position held by them in the organisation

• Group task– In your groups, compare the conditions of

employment and write down the differences as well as a “new or unique” condition of employment.

• Differences– List new or unique conditions of employment

Activity 1.7


• According to your knowledge or experience, what is discipline and who do you think a disciplinary hearing is?

Activity 1.8


• All organisations have rules that need to be obeyed

• Discipline can be defined as action or behaviour on the part of the authority in an organisation aimed at restraining all employees from behaviour that threatens to disrupt the functioning of the organisation

Discipline


• Bring a disciplinary procedure or document of any organisation to the classroom for discussion. Compare the different procedures and write down the differences, if any

Activity 1.9


• To provide procedures where performance or conduct is unsatisfactory

• To give a fair hearing

• To establish facts

• To clearly define the alleged transgression and ascertain guilt

• To ensure fair and just treatment

Disciplinary hearing


Disciplinary Procedure


Written warningWritten warning

First offenceFirst offence

Verbal warning and counsellingVerbal warning and counselling

Hearing and final written warningHearing and final written warning

Hearing and dismissalHearing and dismissal

Arbitration, appeal or reviewArbitration, appeal or review

2nd Offence2nd Offence

2nd serious or 3rd offence2nd serious or 3rd offence

1st or 2nd very serious; 3rd or 4th serious offence

1st or 2nd very serious; 3rd or 4th serious offence

AppealAppeal

• Not held on the basis of allegation only• Allegation is followed by an investigation• Once this is done, decision is made whether to hold a

hearing• Employee receives timeous notice• Notification in understandable writing• Clearly states allegation, why this is a breach of

discipline and the rights of the employee• Employee may ask for further information• Employee may request postponement• Employee entitled to representation

Disciplinary hearing


• In your own words, what is a grievance?

Activity 1.10


• Formal complaint

• By the employee

• Concerning possible violation of the labour contract

What is a grievance?


• If an employee experiences any form of injustice, he or she may lodge a complaint with his or her immediate head, with the idea that the situation or differences will be settled as quickly as possible

Grievance Policy


• Bring a copy of a grievance policy of any organisation to the classroom to compare the policies and to look out for any differences.

Activity 1.11


• Start to talk

• Get your subordinate’s point of view

• Explain your point of view

• Resolve disagreements

• Work out action plans

Grievance handling


• What do you think the golden rules to be followed are?– Be sympathetic– Understand perceptions– Ensure privacy– Listen without interruption– Analyse the situation and identify the real problem– Don’t take grievances personally– If you are not serious, refer to another stage– Don’t answer if you don’t know– Don’t make promises you can’t keep– Summarise and confirm in writing to employee and retain a

copy on file

Golden rules


• Step 1– The employee discusses the grievance with the

shop steward

– The steward screens complaints and persuades employees to drop insignificant ones

– Steward investigates the grievance and fills out a grievance form

– The written grievance is delivered to the supervisor and a meeting is held

Grievance procedure


• Step 2– The employee is represented and union and

management officials are involved– If employee and unions are not satisfied with

decisions reached, they may appeal• Step 3

– Employee is represented by a union grievance committee

– Management hears case and issues decision– If employee and union are still unhappy, the may

appeal for arbitration

Grievance procedure


• Step 4– The parties agree to submit the dispute to a

neutral third party for arbitration

– Arbiter listens to both sides and renders a decision

– The arbiter’s decision is binding and must be accepted by both sides. It cannot be appealed further

Grievance procedure


• Workplace Forum– A workplace forum is where workers are

represented through their members elected to serve in the forum. It is important to know that workplace forums are worker-driven and not trade union-driven

Employee representation


• In your own words, what is your understanding of what a workplace forum is and what will be its basic functions or role it has to fulfil?

Activity 1.12


• Members of a workplace forum must meet regularly with all the workers in the workplace

• It must also meet regularly with the employer

• The employer must present a report on its financial and employment situation, its performance since the last report and its expected performance in the short- and long-term

• Must consult with the forum on any matters arising from the report that may affect workers

• Employer must provide the workplace forum with facilities so that it can perform its functions

• Forum members are entitled to a reasonable time off during working hours with pay to perform their functions

• Forums aim to promote participative management and improved relations

Workplace forum procedure


2.3 The organisational structure is illustrated in the form of an

organogram


Human Resources Manager

Human Resource ProvisioningHuman resource planning, recruitment, selection, placement and induction

Human Resource MaintenanceCompensation and remuneration, transfers and promotions, employee services, health and safety, labour relations

Human Resource DevelopmentTraining and development,performance evaluation

Marketing Department


Marketing Manager

Advertising manager

Marketing research manager

General sales

manager

Sales promotion manager

Customer relations manager

Overall Organisational Structure


Managing Director

General management

Production Financial Administrative

Human Resources

Public relations

MarketingPurchasing

Quality managementResearch and development

• Can you name some of the roles expected from an employee?– Use their knowledge and skills to do the appointed tasks– Learn new aspects of the job– Solve problems– Work productively– Work as a member of a group– Plan and organise own work and work of subordinates– To accept and carry out instructions– Accept the organisation’s values, norms and goals– Interact with other employees on a social level– Be loyal to the organisation– Self-development outside working hours

2.4 The role of the individual in the organisation


• In your groups, brainstorm on what will happen if an individual or employee doesn’t understand his role in the organisation

Activity 1.13


• Inability to perform the task• Low productivity• Making mistakes – wastage• Organisational goals not achieved• Absenteeism• Confusion and uncertainty• Individual is uncomfortable and unhappy• Negative influence on relationships within the

organisation

Consequences of not understanding your role


• Primary Functions– Planning

– Organising

– Leading

– Controlling

2.5 Management Functions are listed and explained


• Decision making

• Communication

• Motivation

• Co-ordination

• Delegation

• Disciplining

Secondary Functions


• After completing this outcome, you will be able to:– Explain the manner in which as business

functions

– Explain the difference between the internal and external environment of a business

3. Discuss the range of business function such as customers,

deadlines, markets, quality, profit and environment


• Can you explain the ways a business functions with respect to each of the following?– Customers– Deadlines– Markets– Quality– Profit– Environment

3.1 Business functioning


Q: What is a management environment?

A: The management or business environment is defined as all those factors or variables, both inside and outside the organisation, that may influence the continued and successful existence of the organisation

3.2 Explain the difference between the internal and external business

environment


• Divide into groups and then decide on what the internal environment consists of

Activity 1.14 Research


• Consists of the organisation itself

• Management plans, organises, leads and controls

• Management controls the variables which are:– The mission and goals of the organisation

– Organisational strategies

– Various management functions

– Resources of the organisation

– Organisational culture

The internal or micro environment


• Now that you know what the internal environment is, discuss in your groups what the external environment is

Activity 1.15 Research


• Brainstorm possible external environment factors that influence the organisation

Activity 1.16


Q: What factors make up the external environment?

A:

The External Environment


Market Environment Macro Environment

Consumers Political environment

Suppliers Economic environment

Competitors Technological environment

Intermediaries Social environment

Public / media Legal environment

Opportunities and threats National environment

Investors International environment

Labour Unions Ecological environment

• Divide into groups and then list the external environmental factors. Analyse the influence of each factor on the organisation and respond how the organisation can absorb these influences or factors to it’s advantage.

Activity 1.17


Can you:

1.Discuss the rights of an employee within the workplace?1. Can you remember the labour legislation?

2. Can you recall the rights of employees?

Recap


2. Identify and explain the structure, culture, procedures and concepts within an organisation?

1. Can you explain the terminology?2. Can you discuss conditions of employment,

disciplinary policy, grievance policy and employee representation?

3. Can you describe and draw an organogram?4. Can you describe an individual’s role in the

organisation and say what the consequences are if the role is not well defined?

5. Can you explain management functions in an organisation?

Recap


3. Do you know the difference between the internal and external environment of the business?

1. Can you explain the internal environment?

2. Can you name the factors in the market and the macro environment

If you can. Congratulations, you are ready to move onto the next module

Recap


NCV 2 Management Practice Hands-On Support Slide Show - Module 1

Education

Transcript of NCV 2 Management Practice Hands-On Support Slide Show - Module 1