Tanglin Polymers case study
- 1. Table of content Answers for Question No 1......................................................................................................2 Answers for Question No 2......................................................................................................6 Answers for Question No 3......................................................................................................7 Answers for Question No 4......................................................................................................9 References................................................................................................................................12
- 2. Answers for Question No 1 Figure 1 cause and effect diagram for related issue
- 3. 3 The cause and effect diagram, also called “Fishbone” Diagram, is a tool for exploring all the possible causes for this effect, which is receiving only less number of replies for Chan’s memo. According to Cause and effect Diagram, also Tanglin Polymers case analysis with the case study analysis, it turn into clear that main causes of received only less number of replies was lack of a communication and lack of teamwork. Lack of a communication strategy Perfect communication, if it existed, would occur when a thought or idea was transmitted so the receiver perceived exactly the same mental picture as the sender. In this case Tanglin Company’s top management and Mr. Chan’s objective was to decrease difficulty in securing raw materials as well as to centralize the company’s purchasing procedures. On the other hand purchasing manager were not received this objective effectively as a result of lack of communication strategy. No two person have a similar background as well as even siblings differ in their genetic inheritance. Background plays a significant role in how receiver interpret the message. In this case the organization had got thirty manufacturing plants, located in Singapore, Indonesia, China Etc. those have got different culture as well as People who are speaking different languages. So Author could not believe that all manager knew English language properly. In addition to that cultures tend to differ in the degree to which context influences the meaning individuals take from communication. It has got two kind of cultures, those are cultures that rely heavily on nonverbal and subtle situational cues in communication plus cultures that rely heavily on words to convey meaning in communication. Figure 2 High vs. Low context Cultures
- 4. 4 Author believes one of the major problems faced by Tanglin purchasing managers was the availability of huge amounts of data which those managers were unable to handle effectively as a result of the beginning of its peak buying season was only one month away at the time this new plan was adopted. Furthermore did not use of suitable channels like video conferencing, face to face conversations, live speeches as well as online discussion helped to create rumors and gossip about new centralized system. The elephant was perceived by six blind men as a fan, a rope, a wall, a sword, a snake and a tree. None of the blind men was wrong, as the part of the elephant body touched by each man was compared with various objectives. Figure 3 Story of six blind men & Elephant Similarly, this is how purchasing managers in Tanglin also perceived the Mr. Chan’s memo in different ways. Because that memo had not got date as well as Chan’s wrote like this in the memo. “Within the next six to nine months we hope to have these requests computerized”. So sometimes managers will send their requests after six months. For real world example, when a doctor told my father that he has to take some medicine only ‘SPC’, without knowing whether my father understands the term ‘SPC’, He was creating a barrier in their communication. Then he came and asked me ‘what is SPC?’I said that is State Pharmaceutical Corporation
- 5. 5 Lack of teamwork In this case study Tanglin Company’s Top management, Chan, Clara including purchasing managers did not work as a work team, however they worked as a work group. So groups and teams are not the same thing. Tanglin Work group have no need or opportunity to engage in collective work that require joint effort. Additionally there is no positive synergy that would create an overall level of performance greater than the sum of the inputs. But normally work teams generate positive synergy through coordinated effort. The individual efforts results in a level of performance greater than sum of those individual inputs. Figure 4 comparing work Groups and Work Teams For real world example, personally I know as a team leader how difficult to get final group assignment done. Normally I arrange two or three brainstorms sessions on Sundays to get group members ideas.
- 6. 6 Answers for Question No 2 Chan Kee Tong made several mistakes in this case and those mistakes can be categorized in to three major areas. Such as ineffective communication, lack of analytical skills and poor teamwork efforts. Figure 5 Chan’s Mistakes Ineffectiveness in communication Did not properly write the memo.(did not include date and other relevant information) Did not take use of appropriate communication channels to deliver his message. Had not explained about new centralized system to purchasing manager. Chan had appointed Clara Ng to handle any inquiries about the memo with purchasing manager. Lack of analytical skills Had not understood the company’s purchasing behavior. That was why the beginning of its peak buying season away at the time this plan was adopted. Did not complete arrangements for new control systems before ask for purchasing manager's approval requests. Poor teamwork efforts Did not listen to Clara Ng's comments. Did not directly deal with purchasing managers. Had not explained about benefits of new systems to purchasing managers to motivate them, because of that top management knew about benefits at the same time purchasing managers did not know about benefits.
- 7. 7 Answers for Question No 3 Create a team oriented Organization Make work team should be one of Tanglin Company Value as well as put a clear emphasis on self-managing teams that are empowered to make their own decision. Should not talk about teamwork and have to show employees the seriousness of new procurement manager’s commitment by giving teams the authority to get purchasing manager’s job done on their own terms, while ensuring purchasing managers accept responsibility for the results. Assign serious team goals Give really important task and projects to above build team and bring team in when management is looking at new trends like centralizing the company’s purchasing procedures. It’s very important to mix it up and not have the same team members making decisions all the time. Ask purchasing managers to challenge the status quo and the conventional wisdom. This will help to keep Tanglin Company procurement department fresh and ahead on the competitive world. Use high richness communication channels to deal with team members (Purchasing managers). Communication channels differ in their capacity to convey information. Some channels are rich in that Chan Kee Tong can handle multiple cues simultaneously, facilitate rapid feedback together with be very personal. Figure 6 information Richness and Communication Channels Explain benefits to purchasing managers about new centralized system.
- 8. 8 As a procurement manager needs to explain how beneficial new system to organization as well as individuals. So it’s really motivate purchasing managers to implement new system. Reward Tanglin Purchasing managers for their hard work. Setting up a new procedure of rewards is an attractive way to motivate purchasing manager and other team member to deliver their best. Whether set up a contest to see which purchasing manager can generate the most cost effective purchases by the end of the month or the quarter.
- 9. 9 Answers for Question No 4 Figure 7 the process of how to now proceed First second and third step are the most critical steps in above process. Because other four steps depend on success of those first three steps. Discuss and analyst current situation as well as create a plan. As a person who is responsible for Tanglin procurement, Chan need to inform about current situation to CEO and board of directors. Then they should analyst current problem and identify causes for that. After that they have to create a plan for overcome this problem. Try build work team culture. Build work team should be one of Tanglin Company Value as well as put a clear emphasis on self-managing teams that are empowered to make their own decision. Typically organizations have got four most common teams. Such as problem solving teams, self-managed work teams, cross functional teams and virtual teams. Virtual team is really suitable to Tanglin Company. Because virtual teams use computer technology to unite physically dispersed purchasing managers, Chan and Tanglin CEO and achieve common goal. Discuss and analyst current situation as well as create a plan. Try build work team culture. Discuss about current purchasing system and new purchasing system. Focus on completing arrangements for new control system. Ask managers to send their approval requests. Implement and monitor the new system. Celebrate successes.
- 10. 10 Figure 8 Virtual Team in Tanglin Discuss about current purchasing system and new purchasing system. Implementation of the decision is more useful, since Chan who is going to implement the decision also participate in the decision making process moreover this increases the commitment of the people to see the implementation to success. The number of purchasing managers of participants is enhanced and provides an equal opportunity for purchasing managers. Also it is really help to get purchasing manager’s feedback about new system. Figure 9 Allocation of activities by Time Technology Purchasing Manager China Purchasing Manager Singapore Purchasing Manager Indonesia Purchasing Manager Australia Purchasing Manager New Zealand CEO Chan Kee Tong
- 11. 11 According above figure among effective managers, communication made the largest relative contribution. That is why group discussions are so important for Chan to overcome his organizational problem. Focus on completing arrangements for new control system. Ask managers to send their approval requests. Implement and monitor the new system. Celebrate successes.
- 12. 12 References Robbins.S.P and Judge.T.A (2013) Organizational Behavior. San Diego state university, Perason publishers Neeley.T and Leonardi.P (2011) ‘Effective Managers say same thing twice’, Harvard Business Review, pp 38-39 http://www.forbes.com/sites/theyec/2013/06/07/five-ways-to-build-an-effective-team/ https://hbr.org/2005/07/the-discipline-of-teams