Assignment 2.3: Justification Report – Part 3 (Final)Due Week 7 and worth 180 pointsIn Assignments 2.1 (Part 1) and 2.2 (Part 2) of the Justification Report, you built up the major parts of your formal, researched justification report (Problem Statement, Overview of Alternatives, Criteria, Methods, Evaluation of Alternatives, Findings and Analysis, and References). For Part 3 you will begin by inserting your revisions of Parts 1 and 2 based on your instructor’s suggestions. Then, you will include a few new sections. Note: Some sections presented below are out of order so pay attention to where the section should go (for instance, the Transmittal should be the second page of your report based on the provided template). It is essential that you present the final report in the correct section order.Use the basic outline below to draft your paper. Organize your responses to each question under the following section headings:Preliminary Parts (for Question 1)Introduction (for Question 2)Problem Statement (for Question 2b)Terminology (for Question 2c)Major Sections of the Report (for Question 2d)Scope and Limitations of the Research (for Question 2e)Recommendation (for Question 3)References (for Question 4)Using the provided template from Week 7, write Part 3 to complete a single-spaced report in which you:Create the preliminary parts of the report that precede the Introduction (after reading Chapter 11 in the textbook). Each element (1a to 1d) appears on a separate page (1a should be page 1, 1b should be page 2, etc.). The preliminary part includes: Title PageTransmittal (stand-alone business letter)Table of ContentsExecutive SummaryCreate an introduction that tells what your report is about. The introduction includes: Begin with a general introduction paragraph that gives the reader any needed background information on the company or problem.Include the Problem Statement that you already created and revised in Part 1.Include terms that readers will need to know in order to understand the report.Briefly summarize the major sections and findings of the report developed in Parts 1 and 2. Note: This is in addition to including the revised sections not instead of including the revised previous sections from Parts 1 and 2.Discuss what your report will cover and what it will not (including limitations such as research, time, information, or any other factors the reader should consider when reading the report).Create the Recommendation section of the Report. Provide a one to two (1-2) sentence recommendation based on what your Evaluation of Alternatives and Findings and Analysis sections have determined is the most feasible alternative (i.e., solution) to the problem in the Problem Statement.Create the References section, which goes at the end of the Report by pasting in your revised References page.Note: Remember to organize the report by the section headings. The report should reflect a style and format appropriate for business; single spacing and bullet points are acceptable for formal business reports.Your assignment must:Be typed, single spaced, using Times New Roman font (size 12), with one-inch margins on all sides; citations and references must follow APA or school-specific format. Check with your professor for any additional instructions.Include a cover page containing the title of the assignment, your name, the professor’s name, the course title, and the date. The cover page and the reference page are not included in the required assignment page length.I have included Parts 1 and 2 to refer to if necessary. I have also included the Justification Report template.
justification_report_part_1.docx
justification_report_part_2.docx
justification_report_template_3__1_.docx
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Running Head: TURNOVER JUSTIFICATION REPORT
Direct Supplies Justification Report
Shaniek Stewart
ENG 315 – Professional Communication
Professor Brandy Isaacs
07/18/2016
1
Running Head: TURNOVER JUSTIFICATION REPORT
2
The Managing Director,
Direct Supplies Limited
55 BugeyePark
Prince Frederick, MD 20678
July 23, 2016
Shaniek Stewart,
Strayer University
5350 Awesome Rd
Prince Frederick, MD 20678
Dear Sir/Madam:
I am at this moment honored in presenting you the report that you authorized on July 10, 2016,
regarding the study of the viability of the process of lowering the employee rate of turnover for
your company.
An analysis Direct Supplies Limited found out that the firm can adopt the recommended
alternatives. The two alternatives met our criteria. However, the report recommends that the first
alternative of training of middle management be conducted first. After that, the second option of
setting up an online portal will be adopted.
Thank you for your choice and belief in my capabilities. In case you encounter any difficulties in
this report, kindly contact me via the contact (410) 555-1123.
Faithfully,
Shaniek Stewart
Encl: Justification Report
Running Head: TURNOVER JUSTIFICATION REPORT
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Table of Content
Table of Contents
1.0 Introduction ………………………………………………………………………………………………………………. 3
2.0 Executive Summary …………………………………………………………………………………………………… 4
3.0 Terminology……………………………………………………………………………………………………………… 5
4.0 Overview of Alternatives. …………………………………………………………………………………………… 5
4.1 Alternative 1: Middle Management Empowerment …………………………………………………….. 5
4.2 Alternative 2: Collaboration, Training, and Feedback Online Portal …………………………….. 5
5.0 Criteria …………………………………………………………………………………………………………………….. 5
6.0 Research Methods ……………………………………………………………………………………………………… 6
7.0 Evaluation of Alternatives ………………………………………………………………………………………….. 6
8.0 findings and analysis ………………………………………………………………………………………………….. 7
9.0 Recommendations ……………………………………………………………………………………………………… 7
10.0 References ………………………………………………………………………………………………………………. 9
Running Head: TURNOVER JUSTIFICATION REPORT
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Executive Summary
This document provides a justification for the concern on the high turnover rate of the
organization and needs to be addressed as soon possible. The high rate of turnover has a
significant effect on the profitability of the company. This report provides a two alternative
solution to the problem of high turnover rate. The first option recommends for specialized
training and empowerment of the top managers who reflect the brand of the company. Two,
establishing a collaborative and interactive IT portal to assist the employees to acquire additional
and updated skill through e-learning. Also, the portal will help in feedback from all stakeholders
in a non-victimization forum.
Problem Statement
A high rate of turnover for the employee continues to raise havoc in the company’s
operations and profitability indices. By approximations, the organization’s employee turnover
rates are on a high of 30% this financial year (American Progress, 2014).
The act of keeping a productive and efficient employee is referred to as retention. A rate
of turnover is a term that describes the rate at which a particular company losses and hires a new
employee. A high rate of employee turnover has a direct negative impact on the financial and
economic position of a company. Moreover, studies show that it can adversely affect the bottom
line of any type or size of a business enterprise. The factors contributing to the scenario in the
company include:
Hire cost of hiring new staff
Cost of training
Reduction in sales due to lost hours in firing and hiring
Intermittent productivity levels, as newer and newer employees come into board
Low returns on investment due to severance packages
Studies show that; In the USA, where three-quarters of the workforce earn less than
$50,000 every year, companies pay a minimum of $1000 for every employee. However, this rate
is much higher as it depends on the industry and working conditions as well as the level of skill
and qualifications. Therefore, the most sought after jobs are the ones in managerial role meaning
it even costs higher to hire a new replacement (Attrition, 2012).
Another detrimental affects of high employee turnover I the loss of morale. A high
turnover results in a sharp and unplanned decrease in available workforce. As a result, there is a
work overload on the available employees leading to low productivity, poor working condition,
and high-stress levels. The trickledown effect of this scenario is a loss of the ability of the
company to attract talented replacements.
The effect of employee overload, high-stress levels, and low morale is a precedent
decline in quality and productivity. Consequently, a more serious problem of customer
satisfaction props up. As a result, the low levels of customer satisfaction create an even bigger
challenge of customer retention. Evidently, it is, therefore, important that the company realizes
the importance of lowering their high rate of employee turnover.
Causes of High Turnover in the Company
The report identifies the following points as the most probable causes for the high
turnover:
Running Head: TURNOVER JUSTIFICATION REPORT
5
A lack of vision for growth and expansion of the organization. The management is not
inspiring enough, whereas the employees are not challenging either. In the end, the
company has no roadmap missing out on available opportunities.
Inadequate training
There is a lack of awards of merit and tokens of appreciation from the management.
Low pay
Poor working conditions as well as dilapidated facilities.
A significant mismatch between job description and the employees hired for the job.
Some staff is given jobs that are a challenge to their capabilities. Their skills and
qualifications do not tally with the expected work. Similarly, other employees are
underutilized in their current workstations. The overall feeling is a poor morale and
productivity for both the under qualified and the underutilized employees.
Terminology
There are no significant terminologies in this report
Overview of Alternatives.
Alternative 1: Middle Management Empowerment.
Statistics show that 80% of employees abandon their immediate managers instead of the
company (NCBI, 2012). Therefore, it is important that the company develops and appreciates the
significance of human resource development and enhancement of the human capital. It is
impossible to lower employee turnover rate ultimately to zero. However, a sharp and dedicated
commitment to the sustainable management of individual employee skills by the manager will
help avert the situation. It is, therefore, important for the company to initiate management
training of their midlevel managers in contact with the employees. In addition, the managers
need training and acquisition of mechanism for the evaluation and reward of merit among
employees.
Alternative 2: Collaboration, Training, and Feedback Online Portal
The creation of an interactive portal where feedback, employees’ awareness and
communication, training, collaborations and socialization can be shared will help retain company
employees. There are different training and collaborative solutions that are viable in the endeavor
to increase the rate of retention:
a.
b.
c.
d.
Online training and certification
Online orientation of new employees, programs, and systems
Complaints management
Career Path Chart
Criteria
The key criteria that define the choice for the best alternative for the problem are as
shown below:
Improve the rate of employee satisfaction
Showcase available career opportunities
Facilitate employee training
Assists evaluation, recognition, and rewards for merit
Running Head: TURNOVER JUSTIFICATION REPORT
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Complaints management
An alternative likely to cost less regarding cost of implementation
An option that reduces the cost of hiring new human resources
An option that takes the least time to implement.
Research Methods
The following methodology was used in the identification of the high employee turnover
rate for the company:
a. Exit interviews: the employees who quit were interviewed
b. Surveys for employee rates of satisfaction: Surveys conducted to determine the rates of
employee satisfaction.
c. Personalized interviews with a representative sample of the employees as well as
managers.
d. Focus group discussions: those employees who can voice their concerns and provide
solutions are sought and forums for discussion established.
Evaluation of Alternatives
Employee Satisfaction
Alternative A: Middle Management Empowerment-An empowered middle-level
management will ensure proper management and address to employee concerns
Alternative B: Collaboration, Training, and Feedback Online Portal-The portal will
encourage anonymity of complaints with little few of victimization
Showcase Available Career Opportunities
1. Alternative A: Middle Management Empowerment-The manager and the entire middle
management can assist in the development of capacity building for the under qualified as
well as availing opportunity for the underutilized employee
2. Alternative B: Collaboration, Training and Feedback Online Portal-Through the portal,
available career opportunities can be showcased.
Facilitate Employee Training
1. Alternative A: Middle Management Empowerment-The middle management can identify
and recommend the necessary training need for their junior employees under their
supervision
2. Alternative B: Collaboration, Training, and Feedback Online Portal-The e-learning portal
will provide the best avenue for easy access to training and workshops.
Assists Evaluation, Recognition, and Rewards for Merit
1. Alternative A: Middle Management Empowerment-The middle management are entirely
responsible for identifying, evaluating and recommending awards to skilled employees.
2. Alternative B: Collaboration, Training, and Feedback Online Portal-An online platform
creates a forum for voting and recognition of qualified employees and top achievers.
Complaints Management
Running Head: TURNOVER JUSTIFICATION REPORT
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1. Alternative A: Middle Management Empowerment-Direct interaction between the
manager and the worker creates and promotes harmony and team building.
2. Alternative B: Collaboration, Training, and Feedback Online Portal-The online portal is
an efficient platform for airing complaints without victimization. However, employees
are uncertain whether their concerns will be acted upon.
An Alternative Likely to Cost Less Regarding Cost of Implementation
1. Alternative A: Middle Management Empowerment-The option is quite affordable as the
middle management structure is already in place
2. Alternative B: Collaboration, Training and Feedback Online Portal-Setting up new online
infrastructure might be expensive
An Option that Reduces the Cost of Hiring New Human Resources
1. Alternative A: Middle Management Empowerment-The best option
2. Alternative 8: Collaboration, Training, and Feedback Online Porta-A portal do not
achieve the objective of low cost
An option that takes the least time to implement.
1. Alternative A: Middle Management Empowerment.
2. Alternative B: Collaboration, Training and Feedback Online Portal-Best option.
Development of an IT platform might take a long time due to the processes of identifying
a new vendor as well as the costs regarding labor hours in managing the system.
Findings and Analysis
Criteria
E-portal
Improve the satisfaction of employees
Showcasing of career opportunities available
Training of employees
Awards to top achievers
Complaints management
The cost of implementation
Reduce cost of hiring and firing
Time of implementation
no
yes
yes
yes
yes
high
yes
long
Training of Middle
Management
yes
yes
Yes/no
yes
yes
Low/medium
yes
short
Note
Green: viable option
Red: Denotes negative option
Yellow: Minimal fitness
Recommendations
Having conducted the research, I recommend that the company adopts the training of
management and the middle management in proper human resource management skills first.
This will lead to better handling of the employees resulting in the creation of a better and much
Running Head: TURNOVER JUSTIFICATION REPORT
8
suitable working environment. Also, customer satisfaction will be boosted as the workers will
produce better quality services and products. The final step will be the establishment of an online
platform to promote the interaction and feedback of the employees as well as a link to the
management. Therefore, the adoption of this report will contribute significantly to the reduction
of the company’s high employee turnover rate.
Running Head: TURNOVER JUSTIFICATION REPORT
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References
American Progress (2014) Cost of replacement of employees [online] available from:
https://www.americanprogress.org/issues/labor/report/2012/11/16/44464/there-aresignificant-business-costs-to-replacing-employees [Accessed: 23rd July 2016]
Attrition (2012) Attrition [online] available from http:// www.systemiccoaching.com/
attrition.htm [Accessed: 23rd July 2016]
NCBI (2012) [online] available from http://www.ncbi.nlm.nih.gov/ pmc/articles/ PMC1444839/
[Accessed: 23rd July 2016]
Running head: EVALUATION OF ALTERNATIVES
Direct Supplies Justification Report
Shaniek Stewart
ENG 315 – Professional Communication
Professor Brandy Isaacs
08/01/2016
1
EVALUATION OF ALTERNATIVES
2
Direct Supplies Justification Report
Middle Management Empowerment
Alternative 1: Proper management training of the company’s midlevel managers
In this alternative, the company is made to recognize the importance of equipping the
managers with the required human management skills to facilitate the effectiveness and
productivity of the company employees. As mentioned in the overview of alternatives, the
midlevel managers could be made to suggest, voluntarily, of their major challenges regarding the
sustainable and productive management of those works under their immediate supervision. After
that, the business will have to observe the suggestions and train the managers accordingly. The
training may take different forms, like workshops and seminars, tours and professional studies.
This is a strategy that has been a success for large enterprises like Mic Microfinance that has
adopted and proved the workability of the approach.
Alternative 2: Verbalizing a disappointment
As mentioned earlier, efficient and productive managers take the earliest opportunity to
point out and express displease with inefficient and unproductive employees. According to
Macdonald (2008), such managerial attitude and technique challenge employees to stand out,
identify and correct their mistakes by upping their game to avoid ridicule and victimization. The
employees strive to observe and uphold the company’s quality assurance and employee
productivity policies. Looking at a perfect example like Mic Microfinance Company, the
management recorded unprecedented improvement in productivity among those employees who
were reprimanded either publicly or in private. However, there were records of high turnover
among the same group. Thus, the employees who were ridiculed but stayed on the job were the
ones who recorded highest improvements in productivity.
EVALUATION OF ALTERNATIVES
3
Collaboration, Training and Feedback Online Portal
Alternative 1: Employee satisfaction was the primary factor put into consideration in the
first option. There were those customers who pay particular attention to detail, quality and
timeliness of their purchases. Similarly, there are those employees who adhere to quality and
customer preferences unique to individual clients. However, some employees had a habitual
tendency of haphazard production of inferior quality products and services (Boushey & Glynn,
2012). An online portal accessible to customers would be an efficient platform of listening and
acting on customer compliments and complaints regarding quality and satisfaction.
Alternative 2: Cost effectiveness and the time of implementation forms the basis for the
analysis of this alternative. A portal requires the hiring of qualified and experienced manpower to
design and set up and administer an efficient and interactive portal. However, the cost and time
of implementation is crucial. Also, adequate in-house training and awareness campaigns would
be required to be organized so as to train the company employees on the sustainable and
beneficial use of the portal (Boushey & Glynn, 2012). Thus, the alternative had to be critically
analyzed on the basis of cost and timing.
Findings and Analysis
Criteria
E-portal
Training of Middle
Management
Improvement of employee satisfaction
No
Yes
Showcasing of available career opportunities
Yes
Yes
Employee training
Yes
Yes/No
Awarding of performing employees
Yes
Yes
Reactions to complaints
Yes
Yes
EVALUATION OF ALTERNATIVES
4
Cost of implementing adopted alternatives
High
Low/Medium
Reducing cost of hiring and firing
Yes
Yes
Time of implementing adopted alternatives
Long
Short
Keys Green: Viable option; Red: Denotes negative option; Yellow: Minimal fitness
As listed in the table above, the criteria that defined the selection of the best alternative
for the problem facing Direct Supplies Limited were:
Improvement of the level of employee satisfaction
Communication of available information on employee career development
Facilitation of employee training
Proper evaluation for recognition and award to employees with outstanding productivity
Proper management of complaints
An alternative that would be the most cost effective
An option that tends to reduce the cost of hiring and firing new workforce
An option with the least idle time
Basing on the first criterion of improving employee satisfaction, the alternative on the E-
portal was unfavorable. An e-portal would not guarantee the satisfaction of the employees in a
direct manner. However, training of middle-level management will foster proper management
and utilization of employees’ talents and skills to maximum potentials.
The criterion on showcasing of the available career development opportunities to the
company employees applied to both of the two alternatives. The portal would effectively convey
information in a discriminatory fashion. Similarly, the training workshops by midlevel managers
would enhance the interaction of different sectors increasing the exposure levels to various
opportunities relevant for career development.
EVALUATION OF ALTERNATIVES
5
The criterion on the training of employees was feasible for both of the two alternatives.
The portal would assist in the remote training of both the midlevel managers and the junior
employees in an efficient and convenient manner. Also, complaints management was an
acceptable criterion for both of the two alternatives as well as the criterion on the awarding of
top achievers by merit.
The criterion on the cost of implementation knocked off th …
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