Apex Door Company
Apex Door Service Ltd is a company that specialized in supply and installation of high quality automatic door and gate system, hermetic, and revolving door system. The company is one of the largest automatic door company based in Hong Kong. The company also offers a complete line of security hardware and accessories such as motorized gate operators, manual and electric turnstiles, and vehicle traffic controls.
“, president of Apex Door, has a problem. No matter how often he tells his employees how to do their jobs, they invariably “decide to do it their way,” as he puts it, and arguments ensue between Jim, the employee, and the employee’s supervisor”[1]
This problem occurs because of lack of proper training and knowledge of the employee, or because that employee is a “know it all”, doing things his way thinking that his idea is more creative.
Lack of proper training for an employee in terms of their job assessment and description can cause a problem. Some employees are not knowledgeable in the nature of their work. Some are even confuse about their work. Without proper knowledge of the work an employee cannot be as productive as they ought to be. No matter how often the personnel in charge tell an employee of the proper things to do, if an employee doesn’t know their line of work, it will only cause confusion. An employee should be capable and suited for the position he/she applied for. For example: the company needs a designer, the employee for the position should have proper knowledge and background in terms of designers door. An employee without proper knowledge and background regarding the kind of work he/she is applying for will need to be train in order to gain the necessary knowledge of the kind of work at hand. The company then needs to provide training for them. The company then needs to improve their training procedure to accommodate with these employees.
The current training process of the company is as follows: none of the jobs has a training manual per se, though some of the job have been to some extent describe as out-of-date job. The company doesn’t provide the necessary training manual for a certain job or position. Training for new employees is actually on the job. There is no proper training for an employee, an employee will be train once on the job. Training before an employee takes on the actual job is not provided. Frequently, an employee that is leaving the company trains the person who will eventually take his/her position. The training is basically the same throughout the company – for machinists, secretaries, assemblers, engineers, and accounting clerks, for example.
On the other hand, some employees pretend to be a “know it all” person. This kind of employee sometimes knows exactly his work, this knowledge in their work gives them the idea to do thing and “decide to do it their way”. A regular employee should be aware that all corporate decisions are done by the managers. Deciding to do things their way can cause lost for the company. Example: in the door-design department, where all the designers must work with the architects in designing doors that meet the specifications of the company. The designers then invariably make mistakes - such as designing in too much steel, a problem that can cost company tens of thousands of wasted dollars. Problems with employee that tends to do things their way is making products that are substandard for the company. Substandard products are a waste of the company’s resources. These products are not marketable and non-profitable.
Not all employees that do things their way actually know what they are doing. Some are pretending to know what they do. Some don’t actually know what they are doing and pretend to know because some employees are not trained regarding the job that is why they don’t have an idea of what to do. Their knowledge about their job is limited and insufficient.
Importance of Job Description
Job description describes the major duties and responsibilities of a certain position. It is a written statement of an employee duty, responsibility, and working conditions. It identifies, defines and characterizes a job as it is carried out; in short, it does not describe the employee but the job. All employees like to know what expected of them and how they will be evaluated to the job. Job description can also be a great value to the company because it helps determine how critical a job is, how this job can particularly relates to others, and it helps identifies the characteristics that are needed by the new employee for the position.
A job specification, on the other hand, is an enumeration of the minimum suitable qualifications that a potential employee should possess in order to perform a job. It identifies the needed educational attainment, working experience, specific skills, and physical abilities required for the job. To sum up, a job description tells what is done in a job and a job specification tells what is needed to be able to perform that job.
The necessary skills, training, and education by a potential employee are typically outlined by job description. Job description also spells out the duties and responsibilities of the job; this can serve as a basis in interviewing potential candidate for a position, in orienting new employees, and in evaluating the job performance of an employee. Using job descriptions is part of good management. In general, job description should do the following things: state the purpose of the job; describe the basic responsibilities; list the skills needed in order to perform the stated responsibilities; and describe the working conditions.
Job description should be simple and specific lengthy statements of duties, authorities, responsibilities and accountabilities can cause confusion. Job description should concentrate on actions and accountabilities. They should be written clearly and simply, using the typical language of the workplace. The duties and responsibilities of an employee for a certain position should be clearly stated. It should not be lengthy, but it should provide a clear definition of the job. Job description should clearly state the necessary job an employee is employed to do. Job descriptions should be produced jointly and agreed by those in charge of the company. Its contents should be agreed by both the job holder and the manager. Generally, job description should not be a detailed list of day-to-day duties and activities of an employee; instead it should detail and describe the things which an employee is responsible or accountable. All the responsibilities should be clear and well understand by the employee before they actually work.
Apex should clearly state job description of each employee. Employees should be well aware of their role and responsibilities in the company. For example: an engineer should do the engineering work, and the designer should do the designing work. All employees should well understand the responsibilities at hand. These responsibilities should be attended by the employee by all means.
It is the Also different departments of the company should be well aware of their duties and should know which department they should work with. For example: the design department should work and coordinate their design to the engineering department which is in charge of production. It is important to train new employees in order for them to acquire the necessary training, skills, and competency for the company. Job training makes work easier. It is natural for new employees to have questions about the position, duties, system, and the processes and procedures of the company. If a company supports training and professional development for new employees, seeking answers to such questions will be lessen. Providing training and professional development is an investment for a company. That is why the company must first asses the employee of their capability that the employee will grow and become productive.
Improving Training Process in Apex
The current training process of the Apex is as follows: none of the jobs has a training manual per se, though some of the job have been to some extent describe as out-of-date job. The company doesn’t provide the necessary training manual for a certain job or position. Training for new employees is actually on the job. There is no proper training for an employee, an employee will be train once on the job. Training before an employee takes on the actual job is not provided. Frequently, an employee that is leaving the company trains the person who will eventually take his/her position. The training is basically the same throughout the company – for machinists, secretaries, assemblers, engineers, and accounting clerks, for example.
The training process of Apex should be improved by the management. It is a necessity for the company to improve their training procedure in order to improve the performance and productivity of their employees. The company must provide a job description should be provided for each job. These description should be clearly stated to all the employees; regular and new employees. Everyone should be aware of their respective duties and responsibilities in the company. It should be specific to all the employees of the company their role in the company. This will avoid confusion of who is in charge of a certain task. Giving specific job description will help in making an employee understand the job specifically. Because there is no proper company training for new employees, these new employees are lost in terms of their role and responsibilities in the company. The new employees then will not become as productive as they should be because they are not aware of their job. They only learn about their job eventually. It is mostly a on the job training, where the new employees are trained once they start the job.
Knowing the specific responsibilities and roles for all the employees can avoid work redundancy. This will help save time and company resources. Job specification should be provided specially in company department. Employees should know their specific role in the department. This will results in avoiding redundant works meaning more work will be done and production will increase. An employee who knows his/her role in the company will do his/her work specifically. Understanding of the task and the job will benefit the employee. The employee can independently work without the other employee worrying if the job is done correctly.
In order to improve the training process of the company; investment should be made. The company should be ready to invest to improve their training process. Improvement means acquiring new system. For example: the company will invest in acquiring a program that will improve the management skills of employees with potential management skills. Because there are investment involve in improving the training process, the company should well asses their employees so that investment won’t go to waste. New training procedure must be acquired by the company. These procedures should be relevant to the kind of industry the company is operating. A job analyst can be hire by the company to analyst the problems that are needed to be solved. A professional job analyst can help the company in improving the weak areas of business.
The company can also hire training personnel to conduct training to new employees. Training should teach and describe to the employee of what will be his/her role in the company once his/her work starts. Training should have a plan to be carefully followed. Training should have a duration in which before the training period is done, the employee should be well aware of his roles, responsibilities, and job in the company. Having a target deadline for training will help in assessing the progress and the improvement of an employee. Employee training should be intensive so that the potential of an employee can be assessed.
Lastly the managers should also enforce to all the employees that company rules and regulations should be followed by all employees at all cause. Making decision without the proper consent of those in charge is a violation of rules and against the company. The personnel in charge should enforce the necessary penalty in violating company policies. By this means, employees who do things their way will have second thought in doing so. This will avoid conflict against the manager and his employees.
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