Proposal argument

Student’s Name
Course
Tutor’s Name
Date
Proposal Argument: Unclear Division of Responsibilities
Letter of Transmittal
ABC Ltd
29/17 IT Street
4008
21/11/2016
CEO and CIO
XYZ Ltd
2020
OHIO
Dear Mr. James and Mrs. Ann,
Following your request of November 21, 2016, I now attach my proposal of my evaluation in regards to the problem experienced by the organization. The report gives a comprehensive evaluation of the current concerns of the workplace. The following elements were assessed in the proposal:
Communication problems
Monitoring of team members
Responsibilities and roles of employees
Separation of work
Solutions to the problem
The analysis and proposal have been done to ensure that the organization can improve its task allocation, and to improve its productivity. The proposal will conclude by identifying the solutions to the problems of the unclear division of responsibilities in the workplace.
Yours Sincerely
Business Analyst
ABC Ltd
Introduction
The workplace faces the problem of unclear division of responsibilities. The problem has led to several issues of the organizations, which set back the achievement of the set goals. The organization’s team culminates in performing a lot of duties that they ought not to have done. While the situation has some positive side of it, the demerits outnumber the benefits. One benefit of this condition is that the workers are flexible as they can move in and acquire skills and experience in different roles, thereby improving their adaptability in the organization towards the fluctuating circumstances in the operating environment (Robinson, Segal, and Segal 5).

The main downside of the problem is that it can make workers neglect the jobs given to them reasoning that it is not meant for them.
The Impacts of the Unclear Division of Responsibilities
The unclear separate of roles in the workplace is, indeed, a problem because it leads to job stress and workers’ burnout. The work groups can fail to understand how they play a part in the organization and management objectives, leading to difficulty in getting the value of that particular task. The task significance is not created because people cannot feel encouraged and motivated as a result of the absence of the impact that their work has on the external forces (Evans et al. 8). Moreover, the unclear division of responsibilities can lead to an instance where employees risk being burdened with the job that they should not be doing or do not want to do. All the risks and costs associated with performing the tasks are borne by the workers that were not mean to bear them. What is more, these employees are held responsible and accountable for what they were not supposed to do. Ultimately, although the unclear division of roles is considered as a way of making employees flexible to perform varied tasks, the team members can find it hard to acquire and develop the necessary expertise and experience (Evans et al. 14). This is because their work is not well-described and they also learn the skills they do not need.
Causes of the Problem
The problem is common the workplace because of two major reasons. The reasons are, in most case, due to the organization’s leaders. The first cause of the problem is the ineffective and improper communication between different stakeholders. The unclear communication between the leaders and team members makes it difficult to clarify what the team should be doing and what is not meant for them (Robinson, Segal, and Segal 8). The organization lacks proper formalization and documentation of the responsibilities and roles that can allow employees and team members to clearly have a view of who is responsible and accountable for a given task in its projects.
Furthermore, another cause of the problem is the unsystematic upfront scheduling and planning processes. The organization has failed to plan adequately for the tasks, and this has led to uncertainty about the responsibilities needed and their corresponding jobs (Evans et al. 17). This has further led to poor morale for the employees who initially had the expectation to carry out a particular activity, just to realize that they are required to perform another different job.
Solutions to the Problem
The problem of unclear division of responsibilities can be solved through two different methods. The first way to solve the problem is via the clarification of the job descriptions by identifying the gaps. The leaders responsible should note down the tasks he or she perceives the team members need to be doing as part of their duties (Lawrence 53). The leader should then identify what the employees are doing, and identify whether there is a significant disparity between their expected and actual duty. The gap should be minimized as much as possible to avoid job dissatisfaction. The second alternative involves conducting and promoting proper, clear, and effective communication. This entails the leader just communicating with the team members to confirm his or her thoughts concerning their roles (Lawrence 55). If the leader perceives that the workers should clarify their job descriptions, then it means the whole organization is not clear with its responsibilities separation. Regular communication with the team members and the whole organization’s stakeholders, including the junior staff and top management, should be conducted to ensure that the roles and responsibilities are revised and updated to suit the skills of each worker (Robinson, Segal, and Segal 11).
The solutions will solve the problem of unclear division of responsibilities in the workplace because it will promote the updates to the role and task of each worker and eliminate the differences between what the employees are expected to perform and what they are doing (Hatch and Cunliffe 10). The alternatives provide the simplest ways through which the problem can be solved without interfering with the status quo. This implies that the top management will still be responsible for the executive roles while the tactical teams will still be accountable for the daily and routine duties. Besides, the solutions are practical and can easily be implemented because they only require an installation of a working communication system and regular monitoring of the employees’ tasks. Finally, the proposal will help improve the performance, of the employees, thereby increasing their workers’ morale and job satisfaction (Hatch and Cunliffe 12). It will also prevent the workers from negative their work. As a result, the productivity of the organization can be increased. Despite the benefit of the solution, it will also come with a loss of disrupting a seamless flow of work in the cases where the project has reached its implementation stage.

Works Cited
Evans, David R., et al. Essential Interviewing: A Programmed Approach to Effective Communication. Nelson Education, 2015.
Hatch, Mary Jo, and Ann L. Cunliffe. Organization Theory: Modern, Symbolic, and Postmodern Perspectives. Oxford university press, 2013.
Lawrence, Tom. “Global Leadership Communication: A Strategic Proposal.” Creighton Journal of Interdisciplinary Leadership 1.1 (2015): 51-59.
Robinson, Lawernce, Jeanne Segal, and Robert Segal. “Effective Communication: Improving Communication Skills in Business and Relationships.” (2013).