What are the various tools you will try to work out for improving quality and productivity of the organization?
Increases in productivity Companies can increase productivity in a variety of ways. The most obvious methods involve
automation and computerization which minimize the tasks that must be performed by employees. Recently, less obvious
techniques are being employed that involve ergonomic design and worker comfort. A comfortable employee, the theory
maintains, can produce more than a counterpart who struggles through the day. In fact, some studies claim that measures
such as raising workplace temperature can have a drastic effect on office productivity. Experiments done by the Japanese
Shiseido corporation also suggested that productivity could be increased by means of perfuming or deodorising the air
conditioning system of workplaces.Increases in productivity also can influence society more broadly, by improving
living standards, and creating income. They are central to the process generating economic growth and capital
accumulation.
some aspects of labour productivity may be very difficult to measure exactly, or in an unbiased way, such as: 1.the
intensity of labour-effort, and the quality of labour effort generally.2. the creative activity involved in producing technical
innovations.3. the relative efficiency gains resulting from different systems of management, organisation, co-ordination
or engineering.4.the productive effects of some forms of labour on other forms of labour.
Productivity is a process of continuous improvement in the production/supply of quality output/service through efficient,
effective use of inputs, with emphasis on teamwork for the betterment of all.”Productivity is the belief in human
progress. It is a state of mind which aims at perpetual improvement It is a ceaseless effort to apply new technology and
new methods for the welfare and happiness of mankind. It is the training of the minds and the development of attitudes of
the people as a whole which determines whether the nation will realize high productivity and an affluent life or low
productivity and poverty."
Productivity is, above all, a state of mind. It is an attitude that seeks the continuous improvement of what exists. It is a
conviction that one can do better today than yesterday, and that tomorrow will be better than today. Furthermore, it
requires constant efforts to adapt economic activities to ever-changing conditions, and the application of new theories and
new methods. It is a firm belief in the progress of humanity
Productivity then is to do more with less exertion in less time
Communication:One of the most important skills in any business is effective communication. When you are
communicating with staff and clients, make sure that all your instructions and information is understood the way you
intend it to be. Simply repeating the same request in different words at the end of a conversation can mean the difference
between getting the report you want and the one that your staff thought you wanted. With communication, clarity is the
number one objective. You may have a Masters degree in English, but the person you are communicating with may not.
By keeping the language you use simple, you increase your chances of having your message understood. Just by
speaking clearly, concisely and checking that the person you are communicating with has understood what you have said,
you can save precious time by getting what you need first time.
Planning:This is something that is needed for both repeat projects and larger projects. Keep a yearly planner on your
desk that you record repeat projects (annual/monthly/etc) on so that you can see at a glance when you need to start
collecting information for them.With larger projects, plan the entire project at the beginning. Break it down into smaller
steps and assign a date by which each step should be completed. Delegate any of the project that can be done by someone
else, but keep it closely supervised as to who is doing what and when you need it completed by. Once you have planned
how you will do the project, you will find that you are less likely to put it off until the last minute.
Prioritizing:Jumping around from one project to another, not feeling as if you have accomplished anything each day or
constantly rushing to finish on deadlines is a sign that you need to reorganize how you approach your task scheduling and
work prioritizing strategy.Each morning go through your in box and prioritize its contents. Once you know what has to
be done, how urgently it is needed, and how long it is likely to take to complete, add the tasks in order of importance to
your work schedule for the day. When the mail comes in, prioritize any items that need attention, and then add these to
your work schedule. At the end of each month take a look at the projects that are known for the month ahead and start to
provisionally schedule when you might start working on these so that you start the month already thinking about what
needs to be done.
4. Procrastination:For many people, this is the biggest time thief of all! The most vital thing you need to do is to
acknowledge that you are guilty of procrastination, and then identify the tasks you tend to put off as long as possible.
Once you know which things you are likely to procrastinate about, consider why it is you don’t want to do them. Perhaps
they are too large, too boring, or just seem like a waste of your time. By identifying the reasoning behind your
procrastination issues, you can find solutions, such as breaking larger projects down into smaller pieces (see planning
above), scheduling the boring tasks for first thing in the morning so they are done, and delegating (see delegation below)
any tasks that are so routine they feel like a waste of your time. Eliminate procrastination from your working day and see
how much more you can accomplish in your day.
5. Delegation:If you have staff employed to help you, delegate some of your routine tasks which you can quickly instruct
someone else to take responsibility of. Remember to communicate the instructions clearly and ensure they are understood
before leaving the task in the employees care. Once you delegate something, just a quick review to ensure it’s done
correctly and on time is all that you should need to do. Shuffling a few of these tasks to team members will free up your
time for more specialized work.
Determinants of Productivity
At the national level and for operational ease, productivity improvement can be schematically conceived as the result of a
combination of four factors:
Accumulation of human capital:Human resources are the key to productivity enhancement. In addition to developing the
right attitude, they must also have the right skills and knowledge base to be entrepreneurial, to seize opportunities, to
innovate and add value continuously. While much of the basic skills and knowledge are imparted in the formal education and
training system, a non-formal approach has also to be adopted to optimise the human resource potential with respect to team
work, leadership skills, creativity and innovation, ICT skills, parenting skills. The NPCC has been using CATs (Civic Action
Teams) as the major tool for this type of human resource development.
Innovation:For sustained competitiveness it is important that a nation is innovative, i.e. it should be continuously exploring
new ways of doing things. The development of Mauritius has been factor-driven till the nineties. As the factor costs have
started rising as a result of economic growth, new sources of competitive advantage will have to be found to ensure that the
standard of living of all Mauritians is improved. Therefore, policy makers at all levels and in all sectors of the economy will
have to think out of the box to improve on processes, products, and market positioning.
Accumulation of physical capital:The most obvious and universally accepted factor influencing productivity is capital. But it
is often overlooked that it is a co operant factor, i.e. it adds value by being combined with other factors. Hence, investment in
technology alone will not ensure productivity gains. Optimal utilization of machinery and equipment is a major source of
enhanced competitiveness. This can occur only if there is enough demand for a particular sector product. Absence of critical
mass can be compensated by clustering, the sharing of facilities to reap the benefits of economies of scale.
Business Environment:As has been well defined in the World Competitiveness Report, while the macroeconomic
framework is important, yet the determining factor of productivity growth is found at the microeconomic business
environment, notably the flow of information, the regulatory and legal framework, the effectiveness of support institutions:
Macroeconomic policies fostering high rates of capital investment will not translate into rising productivity, for example,
unless the forms of investments are appropriate, the company skills and supporting industries are present to make investment
efficient and strong competitive pressures and adequate corporate governance provide the needed market discipline. In Asia,
for example, it was weaknesses in these areas that brought down economies that looked solid in terms of macroeconomic
indicators. Moreover high rates of public investment in human capital will not pay off unless a nation’s microeconomic
circumstances create the demand for skills in companies. Removing distortions in exchange rates and other prices will
eliminate impediments to productivity, but microeconomic foundations must be in place if productivity is actually to
increase. The prudence of foreign debt levels depends on exactly what the capital is invested in, together with the
microeconomic fundamentals surrounding its deployment and governance. Regulating overall debt level is less important, in
many ways, than improving the microeconomics foundations
Customer relationship management (CRM) is a customer-centric business strategy with the goal of maximizing
profitability, revenue, and customer satisfaction. Technologies that support this business purpose include the capture, storage
and analysis of customer, vendor, partner, and internal process information. Functions that support this business purpose
include sales, marketing, customer service, training, professional development, performance management, human resource
development, and compensation. Technology to support CRM initiatives must be integrated as part of an overall customer-
centric strategy. Many CRM initiatives have failed because implementation was limited to software installation without
alignment to a customer-centric strategy. A well operating CRM system can be an extremely powerful tool for management
and customer strategies.
Design and execution of targeted marketing campaigns to optimize marketing effectiveness .Design and execution of specific
customer campaigns, including customer acquisition, cross-selling, up-selling, retention.Analysis of customer behavior to aid
product and service decision making (e.g. pricing, new product development etc.).Management decisions, e.g. financial
forecasting and customer profitability analysis.Prediction of the probability of customer defection (churn analysis)
SIX SIGMA:
Six Sigma methodology improves any existing business process by constantly reviewing and re-tuning the process. To
achieve this, Six Sigma uses a methodology known as DMAIC (Define opportunities, Measure performance, Analyze
opportunity, Improve performance, Control performance). Six Sigma incorporates the basic principles and techniques
used in Business, Statistics, and Engineering. These three form the core elements of Six Sigma. Six Sigma improves the
process performance, decreases variation and maintains consistent quality of the process output. This leads to defect
reduction and improvement in profits, product quality and customer satisfaction.
Define the process improvement goals that are consistent with customer demands and enterprise strategy.
Measure the current process and collect relevant data for future comparison. Analyze to verify relationship and causality of
factors. Determine what the relationship is, and attempt to ensure that all factors have been considered. Improve or
optimize the process based upon the analysis using techniques like Design of Experiments. Control to ensure that any
variances are corrected before they result in defects. Set up pilot runs to establish process capability, transition to
production and thereafter continuously measure the process and institute control mechanisms.
TOTAL QUALITY MANGEMENT :
Total Quality Management, TQM, is a method by which management and employees can become involved in the
continuous improvement of the production of goods and services. It is a combination of quality and management tools
aimed at increasing business and reducing losses due to wasteful practices. TQM Defined: TQM is a management
philosophy that seeks to integrate all organizational functions (marketing, finance, design, engineering, and production,
customer service, etc.) to focus on meeting customer needs and organizational objectives.TQM views an organization as a
collection of processes. It maintains that organizations must strive to continuously improve these processes by
incorporating the knowledge and experiences of workers. The simple objective of TQM is "Do the right things, right the
first time, every time". TQM is infinitely variable and adaptable. Although originally applied to manufacturing operations,
and for a number of years only used in that area, TQM is now becoming recognized as a generic management tool, just as
applicable in service and public sector organizations. There are a number of evolutionary strands, with different sectors
creating their own versions from the common ancestor. TQM is the foundation for activities, which include:
Commitment by senior management and all employees
Meeting customer requirements
Reducing development cycle times
Just In Time/Demand Flow Manufacturing
Improvement teams
Reducing product and service costs
Systems to facilitate improvement
Line Management ownership
Employee involvement and empowerment
Recognition and celebration
Challenging quantified goals and benchmarking
Focus on processes / improvement plans
Specific incorporation in strategic planning
JUST IN TIME:
In today’s competitive world shorter product life cycles, customers rapid demands and quickly changing business
environment is putting lot of pressures on manufacturers for quicker response and shorter cycle times. Now the
manufacturers put pressures on their suppliers. One way to ensure quick turnaround is by holding inventory, but inventory
costs can easily become prohibitive. A wiser approach is to make your production agile, able to adapt to changing customer
demands. This can only be done by JUST IN TIME (JIT) is widely recognized today as the one of the most efficient
manufacturing system in the world. In simple words we can explain JIT only required necessary units be provided in
necessary quantities at necessary times. Producing one unit extra is as bad is being one unit short. Completing one day early
is as bad as finishing one day late. Items are supplied “just-in-time”. JIT has truly changed the face of manufacturing and
transformed the global economy. JIT is both a philosophy and collection of management methods and techniques used to
eliminate waste (particularly inventory). In JIT workers are multifunctional and are required to perform different tasks.
IMPORTANCE OF TRAINING AND DEVELOPMENT (ninja)
• Optimum Utilization of Human Resources - Training and Development helps in optimizing the utilization of human
resource that further helps the employee to achieve the organizational goals as well as their individual goals.
• Development of Human Resources - Training and Development helps to provide an opportunity and broad structure for the
development of human resources' technical and behavioral skills in an organization. It also helps the employees in attaining
personal growth.
• Development of skills of employees - Training and Development helps in increasing the job knowledge and skills of
employees at each level. It helps to expand the horizons of human intellect and an overall personality of the employees.
• Productivity - Training and Development helps in increasing the productivity of the employees that helps the organization
further to achieve its long-term goal.
• Team spirit - Training and Development helps in inculcating the sense of team work, team spirit, and inter-team
collaborations. It helps in inculcating the zeal to learn within the employees.
• Organization Culture - Training and Development helps to develop and improve the organizational health culture and
effectiveness. It helps in creating the learning culture within the organization.
• Organization Climate - Training and Development helps building the positive perception and feeling about the
organization. The employees get these feelings from leaders, subordinates, and peers.
• Quality - Training and Development helps in improving upon the quality of work and work-life.
• Healthy work-environment - Training and Development helps in creating the healthy working environment. It helps to
build good employee, relationship so that individual goals aligns with organizational goal.
• Health and Safety - Training and Development helps in improving the health and safety of the organization thus preventing
obsolescence.
• Morale - Training and Development helps in improving the morale of the work force.
• Image - Training and Development helps in creating a better corporate image.
• Profitability - Training and Development leads to improved profitability and more positive attitudes towards profit
orientation.
• Training and Development aids in organizational development i.e. Organization gets more effective decision making and
problem solving. It helps in understanding and carrying out organisational policies
• Training and Development helps in developing leadership skills, motivation, loyalty, better attitudes, and other aspects that
successful workers and managers usually display.
Ninja academy
Ninja academy is A training academy which aims at enhancing management depth and groom potential leaders on an
ongoing basis for better productivity. The spirit of learn ability among the employees and an organizational commitment to
continuous personal and professional development keeps an organization at the forefront in a fast-changing industry. The
ninja academy framework for continuous learning is built around a number of focused programs for the employees. These
range from various ongoing management development and personal improvement programs. They complement a host of
technology advancement and ongoing training options. The vision of Ninja Academy is to develop global leaders at all levels
- strategic, business or operational. Their aim is to distill the system with knowledge already available within the company.
Increased employee motivation. Increased efficiencies in processes, resulting in financial gain. Increased capacity to adopt
new technologies and methods. Increased innovation in strategies and products. Reduced employee turnover. Enhanced
company image, e.g., conducting ethics training (not a good reason for ethics training!).Risk management, e.g., training
about sexual harassment, diversity training. increasing growth opportunity. Better decision making skills enhancing the
interests.
strategic leadership – Formulates effective strategies consistent with the business; sees the big picture and holds a long-term
perspective; determines objectives and sets priorities; anticipates potential threats or opportunities; aligns organization and
department to support organizational goals; drives the execution of strategic plans and monitors results.
ii) Operational leadership- acts against competitive benchmarks. Identifies and integrates the critical elements of a situation,
making correct inferences from data; breaks complex problems into component parts and organizes the parts in a systematic
way; uses innovation to develop novel solutions; can explain to others how to understand and approach complicated
problems.
iii) change leadership – Understands process and issues inherent in change management and plans accordingly; instills
confidence and trust in others; coordinates resources across departments/units; evaluates measures, project plans and
deliverables for strategic alignment; acknowledges individual’s responses to change and helps them adjust; Adapts unit goals
and work plans in response to internal and external forces that will impact the future effectiveness of the unit.
iv) context leadership- helps in a specific area of expertise/function. Leadership training has to take place in context, namely
with a personal understanding of what it means to lead and with a deep knowledge of a specific application of that
leadership. Only then can the learning be appreciated and applied. Otherwise, the training takes place in a vacuum, without
context.
v) relationship building leadership- Builds coalitions through give and take; gains cooperation from others to obtain
information and accomplish goals; collaborates across boundaries; recognizes which battles are worth fighting for and when
it is time to compromise; seeks to build internal and external partnerships to better accomplish goals; invites other points of
view; anticipates the reactions and objections of others. Hence helps relate to and network with external and internal
stakeholders effectively.
i) entrepreneurial leadership - Entrepreneurial leadership involves instilling the confidence to think, behave and act with
entrepreneurship in the interests of fully realizing the intended purpose of the organization to the beneficial growth of all
stakeholders involved.
vii) adversity leadership – helps in Creating a work environment that encourages creative thinking; designs and implements
new or cutting-edge programs/processes; challenges the status quo; recognizes opportunities and takes action to achieve
objectives; empowers others to take risks, supports them when things go wrong and encourages them to learn from set-backs
and failures.
iii) transition leadership- to manage transition into the mother company during an acquisition; ix) talent leadership- helps to
develop talent on an ongoing basis. Recruits, develops and retains a diverse high quality workforce; leads and manages an
inclusive workplace that maximizes the talents of each person to achieve sound results; respects, understands, values and
seeks out individual differences to achieve the vision and mission of the organization. Develops leadership in others through
coaching, mentoring, rewarding and guiding employees; develops successors and talent pools for key positions