Activity

A new manager is starting in the organisation shortly. You have been asked to provide a written briefing note for this new-starter so that they can gain some understanding of the organisation in preparation for their start.

The information you provide should include:

A list of what the organisation produces or the services that it offers to its customers an identification of the main customers the purpose and goals of the organisation

• An analysis of a minimum of 4 external factors and their impact on the business activities of an organisation
• The structure of the organisation that includes at least 4 functions
• An explanation of how these different functions work together within the organisation to optimise performance
• An identification of the culture of the organisation and 2 ways this affects operations
• How 3 HR activities support the organisation’s strategy
• 3 ways HR professionals support line managers and their staff.

Evidence to be produced
Briefing note of 2000 words.

A new manager is starting in the organisation shortly. You have been asked to provide a written briefing note for this new-starter so that they can gain some understanding of the organisation in preparation for their start.

1. A list of what the organisation produces or the services that it offers to its customers

Ancaster Group Limited is a London Based private company that deals with the automobile.  The company was first opened in 1949 and it has grown in profits and services into one of the largest motor groups. The company represents at least six brands that are distributed across sixteen different sales locations. Currently, the company has 298 employees who have worked for Ancaster Group Limited for averagely eight years. The employees are trained and qualified to execute their duties in the highest possible standards. The company is customer-oriented, and it prides itself on efficient customer service (Ancaster, 2020).

Ancaster Group Limited sells different car brands including but not limited to Nissan, Fiat, Abarth, Alfa Romeo, Jeep and Hyundai. Other services that the company is associated with include car finance, business leasing, aftersales services and sell of car parts and accessories (Ancaster, 2020).  The company sells both new and used cars. They are original equipment manufacturer which means that they manufacture products that can be used in another company’s end product. They are also specialised in aftermarket automobile products that can be fitted to vehicle brands associated with the company.

2. An identification of the main customers

Ancaster Group Limited main customers are both vehicle owners and manufacturers. People who use Nissan, Hyundai, Fiat, and Jeep vehicle brands can get effective services and products at Ancaster Group Limited. Commercial vehicle owners are also targeted by the company as potential customers. Any person seeking to purchase a car or rent one for a specific period is a potential customer for the company. Sports car enthusiasts may also benefit from a wide range of sporting vehicles availed by the company (Ancaster, 2020). Sporting vehicles include Abarth 124 and alpha Romeo. Ancaster Group Limited offers adequate support for all its customers throughout the product lifecycle by offering after sale services. The company is also involved in internal and external trainings to teach customers on how to install and maintain some of their products

3. The purpose and goals of the organisation

The primary purpose of Ancaster Group Limited is to help individuals get the best cars when they want to buy. They offer advice and help potential customers make the right decision. The mission of the company is to put the customer needs first and provide exceptional customer service while making profits. The vision is to be a global organisation able to cater to the global car needs of different people in different places (Ancaster, 2020). The goal is to be a successful company with exceptional car need solutions and outstanding customer care.

4. An analysis of a minimum of 4 external factors and their impact on the business activities of an organisation

The external factors that are likely to affect the business activities of Ancaster Group Limited can be critically analysed through the PESTLE analysis. This analysis is an acronym for various factors that have a direct impact on the operations of a business (Yuksel, 2012). PESTLE is an analytical tool that helps organisations improve their efficiency by analysing various external factors that may influence their business activities.

The first factor according to PESTLE is the political factors. Changes in political legislations are political factors that may affect Ancaster Group Limited either positively or negatively. To exemplify this, changes in the European legislation would mean that Ancaster Group Limited needs to produce more eco-friendly products. If the country leaves the EU then the company will be impacted in terms of trade and markets.

Environmental factors are external factors that are likely to impact Ancaster Group Limited. The environment comprises of things such as weather. Extreme weather conditions may impact business because the existing designs will have to be corrected to fit the extremes.  Additionally, the production of products that can be used on a global scale is important because of the varying climatic conditions. Products that are used in Sweden might not be very effective when transferred to Africa.

The third external factor is technology. The automobile industry is very dynamic in terms of technology, a fact that directly impacts business. Technological advancement can be both useful and harmful to a business depending on the expected change. The migration of motor-vehicles from the fuel consumption to electric automobiles may render some of the products useless and thus the company will incur loses. On the other hand, technology can help in the creation and manufacture of efficient systems that may be more effective compared to the existing ones.

Social impacts are other factors that influence business activities of Ancaster Group Limited. The company relies on the social impacts of the organisation to expand its business. The lifestyle and behaviour of primary consumers play a critical role in determining whether their needs are met. The social understanding of consumer needs is important because it determines how well the company will perform.

Other external factors include economic factors and legal factors. Nevertheless, the model also has weaknesses. According to Campbell et al. (2020), the main weakness of PESTLE analysis is that it cannot identify the changes in consumer preferences. The model cannot fully rule out uncertainties and ambiguities that may arise in the market in future.

5. The structure of the organisation that includes at least 4 functions

The organisational structure of Ancaster Group Limited is a hierarchical structure characterised by management matrix that flows through various functions (Penge, 2018). Currently, there are four directors in the company, several departmental heads or managers, senior supervisors and the general workforce. The hierarchical structure has different levels of authority and chain of command. The first function of Ancaster Group limited is the director’s level. They are responsible for the ultimate organisational decisions (Ancaster, 2020).

The mechanical designers play the role in designing the products specifications and technical drawings. The designers also redesign various products when they are faulty or when they have failed to effectively execute the expected role. The mechanical development team is responsible for the analysis and testing of the designs that come from mechanical designers. Mechanical developers ensure the safety of the product as well as its efficiency before reaching the final consumer. The fourth function is the team that produces documentation that supports Ancaster Group Limited products. The team is also responsible for marketing duties and responsibilities. The vehicle test team tests the final product in the company’s facility to make sure that the product is ready for the final consumer.

The hierarchical structure is common in large organisations where the decision-making process is formal and flows from the top management to the worker. Each management level has clearly defined roles and responsibilities. The primary advantages associated with the hierarchical structure are that there is a clear line of authority and reporting issues become easy. The defined roles and responsibilities enable each employee to account for their actions and decisions while providing a clear career path that motivates workers. Another advantage is the opportunity to specialise and develop expertise in individual fields.  Nevertheless, the disadvantage of the structure is that the decision-making process can be delayed with the complex chain of command. The figure below illustrates a sample hierarchical structure.

Figure 1: A sample hierarchical structure. (Source: Business ABC, 2018)

6. An explanation of how these different functions work together within the organisation to optimise performance

All departments of the organisation have to work in collaboration with each other to achieve the desired outcome. The functions might come together during project meetings but most importantly is to have continuous communication throughout the production cycle.  Effective communication ensures that each department understands what is required of it and teamwork in all departments’ results in an efficient final product. A good example of effective communication between the two departments is communication between the Finance and HR department. In case of a pay increment, the HR is responsible for notifying the finance department and providing the list of employees eligible for the pay rise. Effective interdepartmental collaboration ensures professionalism, equality and fairness. The collaboration culture ensures that employees remain loyal, motivated and dedicated to what they do.

7. An identification of the culture of the organisation and 2 ways this affects operations

According to Deal and Kennedy (2000), organisational culture refers to the way thing get done in a given organisation. The company can be described to have handy’s role culture because all employees have a specialised duty and responsibility. The specialisation is based on the education level and qualifications of each employee. The primary advantage of role culture is that each employee decides what is best for the company based on their knowledge and skills. Ancaster Group Limited is an organisation that values its employees. The nearly 300 workers are receiving fair pay and given the statutory work hours and breaks. Ancaster Group Limited is an innovative and progressive employer who is focused and goal-oriented. The company employees’ work in a safe environment and the results are evidenced through a well-established performance management system. The rate of employee retention is high and a low turnover rate record. Role culture companies are characterised with stability and continuity (StudyMoose. 2016).

8. How 3 HR activities support the organisation’s strategy

Recruitment- is an HR function that involves the process of attracting, evaluating and hiring employees (Shammot, 2014). Recruitments support the activities of Ancaster Group Limited by ensuring that the persons employed possess the correct set of skills and any new talent is identified and retained in the organisation. HR also ensures that the recruitment process is compliant with the country’s legislation.

Training and Development is an HR role that supports the organisational strategy by empowering the employees and increasing their knowledge base. The human resource personnel collects reviews and talent profiles which give guidance to areas that need to be improved. The HR also sources for training material whether internal or external and ensures that employees attend the sessions. The results of the training are then analysed to determine benefits to the organisation.

HR policies and procedures play a critical role in the management and implementation of business policies. An organisation such as Ancaster Group Limited is guided and bound by various policies and procedures that are vital for all employees to understand. Policies and legislation relating to labour laws as well as other government statutory should be effectively communicated to employees a role performed by the HR.

9. 3 ways HR professionals support line managers and their staff.

The primary role of HR in an organisation is to support the workforce and management. The HR can demonstrate support for the line managers by offering assistance on issues such as grievance handling. In case of a disciplinary issue, the human resource manager can intervene between the line manager and employee. HR should always be fair and impartial (M. Shammot, 2014).

HR can also show support for line managers by preparing job descriptions with personal specifications. Job descriptions are essential because they are used during the recruitment process, development and retention of employees. The third way HR can show support for line managers is by ensuring that employees are trained in environmental safety and health issues. The HR should ensure that the policies are properly displayed and every line manager is well informed of their duties and those of the workers in their department.

References

Ancaster, 2020. Ancaster Group – Dealership Locations & Services | Motors.co.uk. [online] Motors.co.uk. Available at: https://www.motors.co.uk/dealers/ancaster/  [Accessed 30 January 2021].

Assael, 2021. Assael. [online] Assael. Available at: https://assael.co.uk/  [Accessed 29 January 2021].

Business ABC, 2018. Buniness ABC. [online] Businessabc7.blogspot.com. Available at: http://businessabc7.blogspot.com/2013/11/Hierarchy.html  [Accessed 30 January 2021].

Campbell, C., Sands, S., Ferraro, C., Tsao, H. Y. J., & Mavrommatis, A. (2020). From data to action: How marketers can leverage AI. Business Horizons, 63(2), 227-243.

Shammot, M., 2014. The Role of Human Resources Management Practices Represented by Employee’s Recruitment and Training and Motivating in Realization Competitive Advantage. International Business Research, 7(4).

StudyMoose. (2016). Understanding Organisations and the Role of Human Resources. [Online]. Available at: http://studymoose.com/understanding-organisations-and-the-role-of-human-resources-4-essay  [Accessed: 29 Jan. 2021]

Penge, A., 2018. ANCASTER GROUP LIMITED. [online] Available at: https://www.dnb.com/business-directory/company-profiles.ancaster_group_limited.027fb24a9bbfd568bf6ad6e9066a434f.html  [Accessed 29 January 2021].

Yüksel, I. (2012). Developing a multi-criteria decision-making model for PESTEL analysis. International Journal of Business and Management, 7(24), 52.