How to Facilitate Communication Between Staff Members and Patrons at MPJU Company
Effective functioning of every organization depends on internal communication. All workers should have the feeling of easy communication with their team members and upper management. The assistant director and director of facility management at MPJU can enhance the communication between the patrons and staff members in various ways. First, they can ensure the accessibility of information in the organization. Every firm has its set of internal knowledge which is understood by all employees. The workers have varied ability in understanding the daily operations in the organization such as the protocols for document preparation. The upper management has the responsibility of helping the employees have knowledge of the information through the creation of internal documents as references. In this case, the director and assistant director of MPJU can ensure that all the staff members and the patrons have access to the organization's internal documents. Creating a clear vision and mission of the organization facilitates communication because having a common goal unifies the employees (Lunenburg, 2010). Through this step, the staff members and patrons at MPJU will have the ability to communicate effectively with the objective of accomplishing the set goals.
The director and assistant director can create open dialogue at the company to keep the workers updated on the organization's future plans, progress, and changes through company meetings or bi-monthly newsletter. Planning external events at the company with the aim of creating opportunities for the workers to meet outside the office promotes good relations which result in better communication. Work order systems and tracking help managers get the highest priority work done. The system software automates schedules for employees; it guides the daily operations in the company. The information gathered by the work order system eliminates lost information in the work shifts, it also eliminates errors and confusion leading to accurate communication. Tracking of employee performance helps the managers determine the efficiency of every employee, as a result, they can easily balance the workload in the organization. Tracking facilitates communication since it involves the effectiveness and contribution of an employee to the organization.
Significance of Routine and Preventive Maintenance
Routine and preventive maintenance focuses on minimizing extensive and costly fixes in the organization. Unplanned downtime leads to halting the company's production line, idling of employees and missed deadlines due to zero operations. Unexpected failure subjects the managers to pay extra money to technicians because of overtime repairs. Therefore, routine and preventive maintenance assists the organization in cost saving through helping to avoid the problems which result from unexpected failure and unplanned downtime. The routine and preventive maintenance program promotes profitability and improved production by reducing the costs and time used in fixing damages. Routine and preventive maintenance prolongs the life of the company's assets such as equipment and machinery, which reduces the costs used in purchasing new assets. It promotes workplace safety since material which does not work in optimal condition facilitates various hazards and accidents such as employee injury. Since preventive and routine maintenance encourages workplace safety, it saves the company additional costs which could be used in employee replacement.
Importance of Keeping an Equipment Logbook
An equipment logbook consists of the maintenance records of all the equipment in a company. It ensures accessibility and simplicity in dealing with the issues of equipment maintenance. The logbook records identify trends of inventory, increase operator safety, reduce the number of expensive repairs and ensure visibility and clear records of the condition of equipment (Khan, Deep & Asim, 2017). The history of equipment recorded in the equipment logbook assists key personnel and technicians in fixing faulty equipment, hence it facilitates efficiency in the company's operations. Equipment has different working conditions and limitations. The equipment logbook determines the differences in equipment, which helps in the creation of equipment maintenance programs in the company.
Significance of Proper Maintenance of Equipment
Poor maintenance of equipment exposes the company at risk of project incompletion or operation inefficiency. Proper maintenance defines the operational procedures in a company and helps in hazard control. It assists in ensuring equipment productivity. Increased and quality production in a company attract more customers resulting in improved sales, which could earn the company more profits. Proper maintenance minimizes the unexpected loss in a company that results from the costs used in the repair and purchase of new equipment. For instance, proper maintenance of equipment at MPJU would secure the company from the increased costs brought by the loss of time in identifying the cause of equipment malfunction and reducing the budget expenses in paying technicians.
Advantages of Capital Improvement Project
Capital improvement project consists of equipment purchases, schedules of construction and completion, and the project's financing plans. It coordinates financial capacity, physical development, and strategic planning. Capital improvement project synchronizes the operating and capital budgets of an operation. It systematically evaluates the demands for resources and links the comprehensive and strategic plans with the fiscal capacity. The managers use various strategies in developing a capital improvement project. According to Vavilova, Potienko & Zhdanova (2016), the first step involves the identification of the project's funding options. The managers create a plan of the required resources and the costs involved in getting new equipment. They then prepare and recommend a capital budget which entails the financing summaries and timelines of the project. The managers then conduct workshops and hearings to get feedback from all the stakeholders. Thereafter, they develop project development milestones and performance indicators for the project. Finally, they adopt the project capital budget.
Comparison Between In-House and Outsourcing Custodial Management
In-house custodial management gives managers the authority to control the work quality of the workers since they are all answerable to the managers. It also reduces the costs of hiring, employee insurance among others in the company. In-house sourcing limits employee turnover since in-house employees become well equipped with the company's operations after several years of service. In-house custodial management ensures smooth operations because it reduces cases of overlapping responsibilities and roles which result from client duplication. On the other hand, in-house sourcing hinders the company to obtain more experiences workforce which could facilitate increased productivity and encourage efficiency in the organization. Outsourcing fills the gap for expertise, work quality, and staffing flexibility. Outsourced workers ensure they deliver quality work in order to increase their chances of getting more credits from the employers (Grossman, & Helpman, 2005). Outsourcing reduces the costs of in-house benefits and wages such as vacation, medical and pension because the outsourced workers are not managed by the company's managers but their contractors. Outsourcing reduces the managers' workload such as dealing with the outsourced employees' personal issues. When a company outsources its function of maintenance issues such as disciplinary actions, and personnel grievances become the contractor's responsibility.
Grossman, G.M., & Helpman, E. (2005). The Review of Economic Studies. Outsourcing in a global economy, 72(1), 135-159. Retrieved from https://unstats.un.org/unsd/trade/globalforum/publications/gvc/Outsourcing%20in%20a%20Global%20Economy%20-%20Grossman%20-%202005.pdf
Khan, A. R, Deep, S., & Asim, M. (2017). Analysis of maintenance records of construction equipment and their importance in minimizing equipment breakdown during project execution phase to lessen time overrun. International Journal of Civil Engineering and Technology, 8(83), 11-23.. Retrieved from https://www.researchgate.net/publication/315671163_Analysis_of_maintenance_records_of_construction_equipments_and_their_importance_in_minimizing_equipments_breakdown_during_project_execution_phase_to_lessen_time_overrun
Lunenburg, F. C. (2010). Communication. The process, barriers, and improving effectiveness. Schooling, 1(1), 1-11. Retrieved from http://www.nationalforum.com/Electronic%20Journal%20Volumes/Lunenburg,%20Fred%20C,%20Communication%20Schooling%20V1%20N1%202010.pdf
Vavilova, T. Y, Potienko, N. D, & Zhdanova, I. V. (2016). On modernization of capital construction projects in the context of sustainable development of the social sphere. Procedia engineering, 153, 938-943. Retrieved from https://www.researchgate.net/publication/306923076_On_Modernization_of_Capital_Construction_Projects_in_the_Context_of_Sustainable_Development_of_Social_Sphere
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