Technical Writing Essays

Technical Writing Essays Technical Writing Essay Technical Writing Essay Technical Writing Name: Course: Institution: Instructor: Date: Technical Writing 1). Proposal To: XYZ company To: Manager From: Human Resource Date: Subject: Proposal to write a Bureaucracy Elimination Guide Introduction I am writing to propose writing a manual of procedures and instructions of eliminating bureaucracy within the organization to be followed by all the employee of this company. This manual is going to lay down instructions that can be used to move from a bureaucratic structure in the organization to a devolved one that allows faster decisions making, implementation of strategies, as well as allowing innovations and facilitating time efficiency to improve production and performance of the organization as well as a reduction of costs. Definition of the situation Having a manual of procedures would solve several problems such as the following that have reduced performance of the company: Unnecessary workloads in the company due to many processes Dissatisfaction among the internal and external customers Sluggish implementation of operations, ideas and decisions Monotony among workers When there are unnecessary processes within the company, there is wastage of valuable time that could be used for more production. Production is achieved through a number of processes, which are assigned to different people across the whole company. It is necessary that all processes within the company be designed to add value to the company’s products and reduce wastage of time. Although attempts to go through the processes faster have been made, we still waste a lot of time with them. Too many processes that increase workloads cause dissatisfaction among workers or internal customers, who in turn extend their dissatisfaction to the external customers. When there are too many workloads that hinder workers from getting the work done, it takes time to serve the customers, who are left quite disappointed. When there are many processes that increase the workload for the workers only manage to do very little with too much effort, hence there are minimal achievements. When there is need to implement new ideas and operations for the betterment of the company, it becomes almost impossible because of processes put in place. There are too many hierarchical authorities within the company, and too many paperwork, and meeting to check that all rules and procedures have been followed to the letter. This makes it hard to implement any change or new idea to the company since the process is too long and unnecessary. Too many processes such as paperwork and authorities require handing in everything for approval, which makes it a routine even for very simple operations. Repeating the same operations everyday and going through many processes that are unnecessary builds up monotony among the workers, taking down their morale to work. More so, they lack any authority to act on themselves, further lowering their morale since they are only there to follow rules and procedures. Objectives The manual of procedures will provide employees and the management of the company with easy to follow steps in reducing the bureaucracy that has bound our company, preventing it from performing. Eliminate unnecessary processes that build up unnecessary workloads Increase satisfaction among the internal and external customers Increase the speed of implementing decisions, ideas and programs Eliminate monotony among workers and create a devolved hierarchy of authority. Through following the manual of processes will lead to a better company with a chance of growing fast and creating better working environment for the workers to satisfy customers, and even a culture that encourages innovation. Proposed Table of Contents Through relying on my extensive experience and a vast range of skills and knowledge, I will write a manual of processes to be followed to eliminate bureaucracy. The manual is going to have several sections as follows: Identifying and defining all the tasks involved with getting results Rank the tasks according to their priorities Finding the shortest root to the result Eliminating the unnecessary paperwork Reducing the processes/ eliminating some of the processes Delegating authority across the company Making decisions Focusing on actions instead of processes Among the sections, there will be subsections with much more detailed information for specific operations and processes. Schedule The manual will require several tasks to acquire the necessary information, which shall include: **Carrying out interviews with department managers and supervisors ** Getting more information from workers concerning the operations and processes as well as work itself ** Gathering information from previously written rules and regulations concerning the current procedures and policies of the company Gathering information from other competing companies concerning their processes for benchmarking** **Writing the fast rough draft of the manual** **Formatting and editing the draft** **Testing the draft through issuing it to few professionals for review and comments** **Revising the draft to include any necessary changes suggested** **Printing the draft** **Producing a final copy for submission** I intend to submit the manual of processes on March 28, 2012. The following is a breakdown of the timeline of the tasks involved and their completion dates Writing the fast rough draft: Feb 25-22 Formatting and editing the draft: Feb 26- 29 Testing of the draft: March 5-10 Revising the draft: March 12-16 Printing the Draft: March 19- 23 Producing the final copy for submission: March 25-26 Submitting a final draft: March 28 Qualifications There is no person better qualified to write this manual than I am. Having worked for more than seven years in this company within several positions, I have experienced the effect of having bureaucratic systems in the organization. I have experience in writing technical papers of about 18 month, which I gained before joining this company. In addition, I am very proficient in the Microsoft word publisher, which I will use to write the manual. In addition, I am well equipped with the necessary facilities for the project, considering I have a personal computer and printer at home to work with and also at my office. Personnel I will be working closely with the overall supervisor, whom I believe has had a lot of experience from supervising all the departments and knows all the problems associated with each of them. He will also be involved in reviewing the draft considering e is among the supervisors. Budget The project will cost roughly a total sum of $1292 to complete, with the distribution of expenses as follows ItemAmount $Salary for writer (20 overtime hours @ $20)400.00Salary for 10 reviewers (5 hours each @ $17)850.00Printing fee for 25 pages @ $1.20 each page)30.00Binding fee @ $ 1212Total $1292 Conclusion This manual will assist all the managers and supervisors as well as workers in concentrating on action-oriented tasks that produce the results, than focusing on processes of ensuring rules are followed to the letter. Upon your approval, the manual can be complete for implementation by March 28, 2012 at a minimum cost of $1292. Thank you for your consideration, and I look forward to hear from you. 2). Project Workshop Created by Human Resource Manager March 28, 2012 Table of Contents Introduction †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.. IV Defining tasks †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..1 Define processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦2 Create project teams †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..3 Sort processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦4 Involve all people †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..5 Identifying desired results †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.6 Reviewing objectives and goals †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦6 Identifying tasks for each results†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.7 Getting the shortest means †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.8 Ranking the tasks †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦9 Identifying mandatory tasks †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.9 Facilitating tasks †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.10 Eliminating the unnecessary paperwork †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦11 Identifying all the paper work†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..11 Identifying repetitive paper work †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦12 Paper work in between processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦13 Automating paper work †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..14 Eliminating unnecessary processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..15 Identifying unnecessary processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦15 Identifying which ones are needed †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦16 Eliminating the processes †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.17 Delegating authority across the departments †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..18 Selection of people to issue with authority †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..18 Giving instructions †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦19 Monitoring †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.20 Making decisions †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦21 Defining the problem†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.21 Identifying a solution †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦22 Implementing the decision made †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..23 Focusing on actions †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.24 Informing everybody †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.25 Eliminating obstacle †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦..26 Make a plan †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.27 Build confidence †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.28 Motivate people †¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.29 Introduction Looking at the history of this company when it was started, there were many rules and policies put in place. These rules and policies were meant to protect the company from fraud issues through reporting according to the policies and following the processes put in place to ensure every detailed operation is documented for security purposes. At the start of the company, almost five decades ago, this was seen as the best way of ensuring accountability of the workers. However, things have changed since other companies have been established and competition has stiffened. The newer companies adopted an organizational structure that advocates for innovations and seeking to serve the customers in a better way. They adopted a devolved structure and a central information center where every department can have access in order to make informed decisions. However, our company has remained in the old bureaucratic structure, where processes are given more priority, instead of results. We have con tinue to suffer loss of customers and market share, and coming up with strategies of solving such issues has been met with difficulties because of the policies and rules that have to be followed, ,making it hard and time consuming to implement them. Continuing with this kind of structure is only going to bring the company to its end in the next few years considering we are already starting to incur losses. This manual of processes seeks to solve these problems and ensure our company is back on track to compete like the others within the industry. The processes and rules within the company have become an end to themselves, instead of being means to get results done. We spend almost 65% of our time dealing with paperwork, waiting for approval and ensuring every operation is approved documented, including the simple tasks. More so, we are using rules and policies that were made long ago when the company started, while the policies within the market are so dynamic, changing everyday, while we only make very little change. It seems we are Mack timing around the same rules and policies. This manual provides processes that if followed will help us in eliminating the unnecessary rules, policies and processes within the tasks such as documenting different papers for different departments. The manual also provides processes that can be used to create a central information center, to ensure that al departments have access to information for informed decision-making. Currently, all decisions are made by your office, making it hard to do many tasks when you are unavailable. The manual has provided processes that can be used to overcome some of the unnecessary processes, how to identify them and eliminate them. It starts by providing specific way of identifying all the tasks that are carried out in the company to achieve results in the departments. This will then help identifying which tasks are more related to achieving the result, and separates them form paperwork and the rules. Then basic tasks of achieving the results are assessed to help in finding out what tasks are not necessary. The manual then looks at the processes undergone in production, from procurement to end results until delivery to the customers in order to find out what processes are not necessary and can be eliminated. The manual also addresses the issue of decision making within the company and the best way of delegating to enhance devolvement within the company. Defining all tasks This part will deal with the first step towards eliminating bureaucracy, which is defining all the tasks carried out within the company and the processes they have to go through before they are completed. Defining tasks The first step towards eliminating bureaucracy within our company is defining and identifying all the tasks carried out within the company before any result is achieved within the company in the departments. This can be done by asking all the employees to define what they do in a typical day, and the routine they take upon entering work in morning. defining processes Every process within the company needs to be defined at all the departments. Again, this should be done by the employees, who will define the processes they go through before a task is completed. This will help in identifying those processes that are not very important, or those that are repeated severally. create project teams The purpose of these project teams will be to help in the identification of what can pass as bureaucratic and what does not. These teams should be made across all departments to help in the process of this project. sorting the processes After identifying the tasks and processes within every task, the project team should come in to identify the most important processes and those of lesser importance, as well as those that can be done away with. To do this the teams will require representing the processes and actions in flow charts to have a visual of all the processes. This can be done through starting with the first process to every task, such as procurement, where processes start at seeking a quotation of goods required, to having them delivered in the stores department. involve all workers Considering the workers are the ones involved directly in the production work, they should be involved in identifying activities that are not very necessary. Those that can be dealt with in a better way that saves time and reduces processes, and those that are not necessary at all. In our company, majority of activities involve seeking approval, documenting almost all the activities and following procedures laid by the strict rules, which are not easily flexible. Such activities should be identified as less necessary to action. Through following this process, activities that can be dealt with in better ways can be identified, such as paper work can be reduced using computerized records. The process shall also help in identifying processes that can be eliminated in order to reduce the amount of workload. Identifying desired results In this section, desired results are the focus, with the aim being to know what the company would like to achieve. This way, tasks associated with achieving the desired results can be identified easily through looking at the goals and objectives of the company. Reviewing objectives and goals After identifying all the activities and tasks, all the desired results should also be identified. This can be done though reviewing the goals and objectives of the organizations that are already set, since they are the guidelines to the desired results. Identifying tasks for each results After identifying the desired results for the company, the tasks associated with each result should be identified. This should be done through looking at all the processes in every task, and aligning them with objectives. For instance, if the objective of production department is to increase production by 10%, they should look at what tasks should be done to meet this objective. Getting the shortest means After identification of tasks associated with each desired results, the shortest means to the result should be defined. This should be done through considering only actions that are directly involved in getting the results. This way, it will be easier to know what would be the shortest means to achieving the task. Some of the tasks can be done faster if some of the processes were eliminated to allow continuous work without interruption by paperwork. For instance, with the sales department, having to go through approvals is not necessary. The shortest route to selling goods to the customer is having a record of finished goods ready for sale. Then goods can be made available to the sales department, where customers only need to pay for the goods, and get them immediately while invoicing comes in later. After identifying the task, we should focus on getting it done, rather than focusing on following processes and rules that might make it harder to achieve the results. The shortest way should be sought. Ranking the tasks This part will deal with ranking the tasks and processes in the order of their importance in terms of achieving the result. After identifying and defining all the tasks and activities, representing them in a flow chart diagram, a ranking should be done of what tasks and activities come in fast, or those that are mandatory. Identifying mandatory tasks There are some tasks that are mandatory, or the basic ones concerning production of results, which provide the company with revenues such as production itself. Activities associated directly should be ranked as first. facilitating tasks Other tasks that have to be there are those facilitating auditing and records keeping for accounts and finance department. The organization should define what the goals of the company are in order to find out what tasks are more important. Some record keeping has to be there for the purpose of administration, management and finance as well as auditing purposes. Within these processes, the most important among them should be ranked first. However, some can be done in better ways such as making records at specified times. Eliminating the unnecessary paperwork This section deals with the elimination of paper work, which is one of the time consuming activities that can be dealt with through other means. Identifying all the paper work All the paper work in every process and task should be identified and put down in a flow diagram as the first step. Identifying repetitive paper work Some paper works are repeated severally for purposes of records in all the administration departments. They should be identified as some of the paper work to be eliminated. Paper work in between processes any paper work that comes in between the basic processes or activities meant to get work done should either be eliminated if not necessary, or should be dealt with using other means Automating paper work Some of the paper work require filling in several forms that carry the same information to be used within the different departments. Such paper work can be avoided through having an online or offline recording of data, where every department can have access to the information they require from the different departments. This would mean having a central database where all data is stored. This way, a process that involves filling in several forms with the same information can be eliminated since a computerized storage can be duplicated easily without time wastage. One form entered through the computer can be shared or re-used by all departments through re-entering the data easily than having to fill out forms manually. More so this will reduce irreversible errors involved with paperwork since with a computer it can be corrected. Automating paperwork will reduce time wastage by a big margin. Elimination of most of the paper work will be equal to part of eliminating unnecessary processes at every task. More so, automated paper work can replace almost all the paper work except where a signature is required. Eliminating unnecessary processes This part concentrates on the elimination of some of the processes that might not be necessary. There are several processes to every task in the company, with most involving several approvals before the next activity is done. Within this approvals there is a lot of paper work where signing has to be done. There are many steps and rules put across for every task, and all make it hard to complete work in time. identifying unnecessary processes For those processes that cannot stop the actual work from going on when they are not done as the action goes on, should be identified and marked. identifying which one are needed Some of these processes may not be needed, especially those that are repeated several times. After delegating authority, approval processes should be eliminated from the higher management for most of the usual operations. Such processes should be identified eliminating the processes For those that are identified as unnecessary, they should be eliminated as long as they add no value to the results or operations within the company. Some of those that are repeated severally can be dealt with through other means. For instance, those requiring approval of the higher offices can be done once upon completion of a task instead of approval at every progress. This should be done by involvement of the teams appointed. While going through these processes, one can ask why they have to do them, and whether they are necessary. Several approvals at every stage can be avoided through allowing one approval of a certain task if it has to remain. Delegating authority across the departments This section focuses on delegation of authority, where people should be empowered in the various departments across several positions to ensure authority is not so much centralized. The management office has become blockage, where everything has to be approved before anything moves ahead. Many project and operations are paused while waiting for your approval. Many paper works requiring approval wait at your office, and when you are not available, many things seem to stop. In addition, some operations requiring several approvals seem to be coming back to your office several times, creating more delays. To enable fast and continuous flow of work, it will be necessary to delegate authority across the departments to ensure that decisions can be made at the lowest level possible where the actual work is happening. This will involve: Selection of people to issue with authority Within the different departments and positions, there should be selected a person to lead each team. The selected people should be among those with experience and leadership skills to lead the rest. Giving instructions: Giving instructions to the selected personnel on what to do in every situation will ensure people do not just use their imagination upon receiving authority. More so, this will ensure they are accountable and responsible. Monitoring: After giving authority to the selected people at different positions, monitoring should be done. Monitoring can be done to ensure instructions are well utilized and understood by everybody including those who will be under the selected people. After ensuring they know how to use the authority, allow more authority to enable them work independently while reporting their work at scheduled times. Making decisions This sections concerns making of decisions within the company, where despite being moved lower to the actual work, should not be delayed. All decisions should be made as need arises, without delaying. Delayed decisions make things even slower, since nothing can go on without a decisions having been made. Defining the problem The first step in making decisions is defining what the problem is. This helps in knowing how it can be dealt with since its impact is already known. Identifying a solution After defining the problem, several solutions can come up. Then a review of the solutions should be done to ensure the best option of found, one with least repercussions, but with best results. Implementing the decision made After identification of the best solution to the problem, implementation of the decision made should not be delayed even for a while. Rather, people within the problem area should be given the authority to implement it immediately. During decision-making, they should be involved too. Using this method ensures there is a sure way of making decisions, and not just by one person, but a team that has better capability of making the decisions faster without delay. For decisions that can be made without your presence, acting on them immediately as they arise would be best for everybody, to ensure continuous flow of work. With this kind of process in decision-making, it will be possible to eliminate delays and bureaucratic processes requiring approval from the highest office. In addition, people near the action have better information that is needed for making the decisions. Focusing on actions This section is on focusing on action rather than processes that waste time within the company having to go through so many. When there is more focus on actions than processes and documentation, there is more production and performance. informing everybody Upon deciding on focusing on action, or making it the first priority, all members of the organization should be informed to take more actions than focusing on processes. eliminating obstacle Any obstacle or distractions that come in the way of result-oriented actions should not be considered as top priority, but dealt with after action is already done with. This can be done through focusing on first priority activities, and those that are marked as less important should be tackled later. make a plan For every action that is supposed to be done by a particular person, there must be a plan that helps in organizing the way to go about the actions of the day. Many people waste time due to lack of planning their day. Everybody should be having a plan of the actions to do in a day, putting the first priority activities first, and the rest later, or in an organized way such as time for actions, and some time for documenting all the action together rather than having to document each action at a time. build confidence Many people will hesitate in doing something that is not approved for fear of losing their jobs or receiving punishment in case, they go wrong. The employee confidence should be built up, which can be done through giving them some more training on working independently. More so, this should also come in together with delegated authority to people holding important positions at the lower levers to allow easy decision making. motivate people To make it clear that actions are the first priority, motivations such as rewarding and appraising should be used for those who perform well, such as getting promotion. This will send a message that actions are more proffered than following long procedures and paper work. With focus on action, more production will be achieved from the time saved. Te appointed teams for this project should be involved through out the processes to ensure that the change does not occur at top only, but to every body in the organization in order to change the whole company. At the end of this process, bureaucratic processes shall be eliminated, and the important ones dealt in a better way. This will allow faster decisions and implementation since such decisions will be made at the lower levels that are concerned with the actual work. 3) Letter of Transmittal To: Angela ChiltonAssistant Professor of EnglishTarrant County College, Northwest Campus4801 Marine Creek ParkwayFort Worth, Texas 76179 Dear Angela: In responding to our agreement on the start of the previous month, I am submitting the fully completed manual of processes, which is entitled A Guide to Eliminating Bureaucracy at XYZ Company. The purpose of this manual is to act as a guide in eliminating bureaucratic structures and processes within XYZ Company in order to enhance efficiency. This manual provides explanations of processes that can be followed to ensure a smooth transition from the bureaucratic processes, to an action-oriented company geared towards achieving competitive results. In addition, the manual also provides explanation on how to reduce some of the processes within the company that end up taking much of the time yet they are not action oriented, hence pulling down performance. Finally, it gives a few guidelines on how to change the way the company deals with some of its processes to make them less time consuming as well as efficient. The project was in response to the falling performance of the company, which needed to restructure itself back to profit making, or else it would be shut down in few coming years. There were very strict rules within the company that acted as an end to them selves instead of means to achieving results. In addition, there was very little authority at the lower level where it was needed the most, leading to workers having to seek approval; of almost all their activities. The project gives guidelines of how to delegate authority to empower people to act independently, which I believe encourages innovations since people can use their imagination tailored to the needs of the company. In addition, many people do not love paper work, rather, action is more interesting for them, hence with authority, which everybody would love to have action is more guaranteed considering some of the tedious workloads are eliminated. In completing this project, I enjoyed a few things in the process of writing the manual. One time was during interviews with workers who were quite dissatisfied with their work place because of unnecessary processes, and being just subjects to rules ad regulations. Most of them described their work with such sarcasm that only made it enjoyable, other making fun of their typical day, citing they act just like bees, moving from one office to the other with papers, but unlike bees, there was hardly any significant amount of honey made from these trips. Completing this project improved my skills as a writer greatly, considering that I had a lot of hard times starting with the real work of writing, especially selecting a topic that I would enjoy. I realized that introduction is one of the hard things to write but upon writing it, everything else comes easily. As a writer, I can now complete other project without much difficulty, considering towards the end I all the work was progressing with ease, knowing what words will come next and having a clear flow of mind during writing. Above all else, my manual in the company was received with mixed reactions form all sides. For the top management, parting with power was hard, and supported all ideas except delegation. However, through persuasion that without authority at lower level there will be no change, the top management too, received the manual warmly. On the other hand, the workers at lower level, especially those involved in the actual work were quite happy to know that some processes might be eliminated. In general, is helping the organization in shedding off the bureaucracy. Currently, production and performance has shown signs of improvement as the workers start to embrace the ideas gradually, through at a good pace. In case of any questions concerning the project, I am available to answer all of them as well as make clarifications that you might need. I can be contacted through my usual email, telephone number as well as my cell phone, which are as following: Yours sincerely Signature: Name: