MOTIVATION TECHNIQUES
Mr. Leong from EPSON is very clear that the modern business environment require corporations to be able to respond to any situation and that individual employees recognize the need for speed and change. In many cases, traditional means of success in the corporate world are no longer productive. Companies must approach issues with a flexible mindset, maintaining a keen sense of awareness of the ever-changing market trends. Individual employees must proactively improve their awareness and work habits, and maintain the desire to excel. Employees must become forward-thinking leaders, constantly working to improve the corporate climate in order to achieve growth (“Epson Corp”). In this case, motivation plays an important role.
EPSON in Malaysia does practice motivational strategies to motivate their staffs. For example, the employees are given training courses based on interviews during the appraisal period, where their weaknesses are defined for each employee. By knowing their weakness, the quality of the employees can then be improved. Furthermore, special projects are offered to lower ranking employees to have a chance at leading a team to success. As a result, this motivates them to work for a promotion. Moreover, all departments are rewarded with incentives if the company achieves the sales target for the year. From the parent company in Japan, the EPSON S&A (Start together & Achieve together) concept was designed to support employees’ efforts. S&A is an approach that encourages employees to make a quick start, after which all related groups join together, pooling their strengths and wisdom to reach a goal quickly and decisively. Besides that, the dedication to forming a “One Epson” way of thinking to implement quick and well-considered management decisions will enable the Company to achieve its goal of Digital Image Innovation.
While in Poly Electronic & Electrical, Mr. James said that motivation is viewed as a prime factor here. Frequent staff gatherings are organized from time to time. Events are done with the hope of boosting morale and motivation among employees by making them feel important. Thus, the employees in the company feel like one big family, and by interacting closely with one another, a harmonies work environment can be implement.
An interesting point that Mr. James brought up is that monetary factors are the most important in motivating employees. If more work is desired, the money quantum should be raised to promote increased productivity. There are also promotional opportunities for the employees to widen their knowledge and to know what the employees can offer to the company. Mr. James will set targets for the employees and as if the workers achieved it, there will be rewards provided such like hand phones, cars and medical benefits. Besides that, motivational courses are also provided. Further to that planned trips are arranged. There are motivational games in the course to bring employees close together.
CAREER OPPORTUNITIES
There is certainly clear career opportunities for EPSON’s staff as there are different levels of staff rankings in this company. Each different department is given titles which links to a ranking system as below:
A1 Senior Management (Senior Managers)
A2 Management (Managers)
A3 Lower Management (Assistant Managers)
B1 Senior Executives (Senior Product Execs/Senior Engineers)
B2 Executives (Marketing Exec/Account Exec)
B3 Assistants (Marketing Assistants/Clerk)
Each level consists of different packages and remuneration to the staff. Extra benefits like additional annual leave days are given for employees that work longer than 5 years in the company. Employees at all levels are now benefiting from special incentive compensation systems such as pay for knowledge, bonus pay plans, profit sharing plans, gain sharing plans, and employee stock ownership plans. However, the systems will work only as well as its implementation.
On the other hand, Mr. James from Poly Electronic & Electrical thinks that departmentalization, if done in excess, can lead to slim chances for career advancement. This is because employees are confirmed to specific jobs, and nothing else outside their job descriptions. Therefore, he implements a rotation system whereby employees are shuffled from department on a constant basis. This is to increase the employees mastery of all skills in vital to the functioning of the company. Mr. James will also depend on the performance of the employees and try to increase his employees’ knowledge in some area.
Year-end appraisal sessions are conducted to access an employee’s performance. Mr. James will make sure that his employees are consistent with the company vision and mission and not just a last minute pusher, in order to get the promotion. In short, employees are provided with ample opportunities for career advancement, but whether they actually get it or not depend on their willingness to put in their time and necessary effort.
MANAGEMENT INFORMATION SYSTEM
Besides that, there are several Management Information System practiced in EPSON. Firstly, the Accounting System that is used in the company is the SAP system that links to the regional office in Singapore for instant report generation and billing process. Secondly, the Portal System, where all employee’s reports and data are kept in the server for access by all management staffs in order to evaluate the progress and performance of the company. Thirdly, the Email System, of which all the employees communicate via the electronic mail to be more efficient and transactions are recorded. Furthermore, the Service Web System of which the customers are able to log in to the system to trace the status of machines under repair. Last but not least, the Order System, of which distributors are able to issue purchase orders online direct to EPSON.
As for Poly Electronic & Electrical, they keep in line with the latest technological trends by incorporating the computer, the internet and e-mail in its daily operations. Faxing and typing are things of the past, as employees can now key in information directly into the computer for their managers to view. However, legal documents are still left uncomputerized. The reason for this is that being legal documents, they need signatures for authorization. Therefore, while negotiations are all computerized, legal documents are still in the form of hard copy.
In addition, Poly Electronic & Electrical also uses UBS Accounting System for their company’s daily transaction and operation. This system works whereby only certain level authorized personnel have excess to the company’s account which is safe and secure. All employees must submit in their daily report to their respective manager. This will make the manager’s job easier and simultaneously monitor his employees’ daily work progress.
COMMUNICATION CHANNEL
For EPSON, they practice good communication between the employees and management. Communication is open to all levels of staff. Executives of any level are always welcomed to communicate directly to senior management on any issues that relates to the company. With the portal system, management level is always in touch with the employees as they view all progress reports and status on the system. The portal system, as mentioned above, is where all employee’s reports and data are kept in the server for access by all management staffs in order to evaluate the progress and performance of the company.
On the other hand, Mr. James of Poly Electronic & Electrical sees communication as important not only in the company but in life as well. He states that good communication is a necessity. Where work is concerned, progress has to be reported to various departments. Frequent assessment of work and the number of objectives met are communicated up through the respective line authority. However, when it comes down to personal matters that employees are facing, they are encouraged to consult with the managers directly. By doing so, their problems will get special attention, thus making them feel important.
HIRING PROCEDURES
For hiring procedures in EPSON, the head of departments have to justify the requirement of a new headcount to the senior management. Once approved, the human resource department will draft the job description of the new employee and proceed to the recruitment agencies. Interviews of selected candidates must be conducted by the head of department and 2nd interview with the senior management. Once recruited, the new employees are given a thorough company brief and introduced to the other company employees. Other than that, new employees will also be attending an orientation of the company to show them their respective job scope and responsibilities towards the company. Furthermore, there will also be a probation period of three months. If the manager thinks that the employee is capable and meets their demand, than the employee will now be the permanent staff of the company.
In Poly Electronic & Electrical, the Human Resource Department is involved directly for hiring employees at the subordinate level. Candidates are accessed on their competency in various languages especially English, and must also have good communication skill which the company stresses on. Aspiring candidates are advised to fill in application forms. Successful short listing would bring about an interview to potential candidates. To add to that, good presentation skills are expected from the potential candidates.
PROMOTIONAL STRATEGIES
In EPSON, there are promotion strategies that are practiced for employees. Employees are appraised half yearly to determine their progress and performance. Points are awarded based on two criteria, of which are the qualities works and the quantitative work. The quality criteria include the discipline and punctuality of the employees. While the quantitative criteria is based on the sales quota that has been hit. With the recommendation of the head of departments and the outstanding performance in both the criteria above, employees are certain of a promotion. However to achieve such results, the company or senior management offers special projects to the candidates in order to see the performance and leadership of the person before proceeding with the promotion.
On the other hand, Mr. James from Poly Electronic & Electrical says that for employees to earn a promotion, their performance must be of high quality and must also fulfill certain criteria, namely leadership qualities. An employee can only be promoted if he or she have sufficient merit.
Once an employee is deemed to be deserving of a promotion, the manager would then discuss or recommend to the top management his or her name for promotion. It is then up to the Human Resource Department to weigh the recommendations, and subsequently approve or reject the recommendations. Should an employee’s recommendation be approved, he or she then has to undergo an interview. This is where most employees stumble; managers have to exercise quality control over the employees that they recommend so that they will not fail on this vital stage. If the employee manages to pass this stage, he or she is then promoted into a suitable new position.
