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Explore and assess the problem of motivation within the Business System Support Branch (BSSB) of Environment Canada.

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Introduction

Introduction This paper is intended to explore and assess the problem of motivation within the Business System Support Branch (BSSB) of Environment Canada. We will exam the reasons for this lack of motivation, compare relevant industry theories concerning the issue of motivation, and make recommendations to aide in resolution of these issues. This paper will provide guidelines and recommendation based on proven research into the causes of motivation, communication, and leadership problems in an attempt to resolve the issues facing both the managers and employees of BSSB. Background The Business System Support Branch (BSSB) of Environment Canada is in part an amalgamation of dispersed Information Technology personnel from both government agencies and proven industry consultants. The core business function of BSSB is to provide software support, development, and maintenance to all regional and national Environment Canada branches. The BSSB is responsible for creating and maintaining most of the information technology applications within Environment Canada, while keeping with the departmental mandates in terms of preservation and enhancement of the quality of the natural environment. The BSSB group is divided into 3 separate business lines; MERLIN, for Oracle financials, HRMIS for Human Resources, and ADAM, for application development and maintenance. Each business line is managed by one manager and 20 employees share duties amongst the 3 units. Managers can select any number of the 20 employees to work on a particular project in the respective business lines. Monthly meetings help to communication information amongst the various groups. Individual departments within Environment Canada have the option of soliciting private consultants for new development, or to contract out to the BSSB for development needs. The BSSB operates like an independent consulting firm, having to compete with private commercial consulting firms by submitting RFPs and RFQs for contracts posted by Environment Canada divisions. Until recently the majority of the new projects and exploratory developmental research was done by BSSB. ...read more.

Middle

organization * Decision participation-consulting with followers in the process of decision making * Delegation-granting authority and responsibility to subordinates to accomplish the organization's tasks * Role clarification-specifying duties and responsibilities for followers to avoid confusion and ambiguity about one's organizational roles * Work facilitation-obtaining and disseminating the necessary resources for organizational members to accomplish their work * Representation-developing contacts with an organization's external audiences, or those external to a particular work unit within an organization in order to promote the interests of the unit or the organization * Interaction facilitation-fostering opportunities for organizational members to communicate with each other in order to accomplish work and develop social relationships * Conflict management-working with organizational members to constructively deal with intergroup or interorganizational conflict, whether related to task completion or social relationships * Criticism/discipline-providing constructive criticism or discipline related to one's poor performance, the violation of organizational policies and so on Motivation In today's business world, motivation of employees is one of the major issues for many companies. For any industry, whether private or public sector, it is essential that the organization know how to motivate subordinates and to retain them because in the end human capital (i.e. intelligence) is the greatest asset a company could have. Although motivating employees is no small task, taking the time and effort to do so will not only make them more productive, it will make them happier and healthier as well. Motivation is the extent to which a persistent effort is directed toward a goal (Johns & Saks, 2001). In another words, motivation occurs when individuals put effort into achieving specific goals that are personal or business oriented. As we noticed with the BSSB, employee's lack of effort is evident in their daily work and their attitudes towards work in general. A major contributing factor for employee's behavior stems from the fact that the content of the job is dull and unchallenging, while the most interesting work is subcontracted to private firms. ...read more.

Conclusion

As a team, members should be able to speak their minds, such as expressing opinions, state facts, presenting ideas and ask questions. The inability to do so does not make for effective teams. Advantages of teamwork are: division of labor, more resources available, brainstorming, encourage diversity, allows members to learn new and different skills, different perspectives, and easier to implement solutions. Disadvantages of teamwork are: disagreements, scheduling problems, unfair distribution, conflict, indecision, time restraints, diffusion of responsibility, difficult personalities, non-productive, communication. Educate both management and subordinates on how to handle constructive criticism. Next, create and organizing proper teams. Outline team authority, as teams need to understand what they are responsible for. Each member should be informed of what responsibilities they may have and what kind of authority they have, to meet these responsibilities. Turn supervisors into coaches. "Coaches teach people to achieve performance goals. They may give orders, but more often they give advice to the team" (McWhirter, p. 62). Make everything a team effort. Properly deal with non-team players. Lastly, Provide support for teams. However, there is one drawback. Mainly, rewarding a team effort, rather than the individual, may prove quite difficult for firms. If an employee works extremely hard and is not rewarded because the team failed to meet its objectives, this may reduce morale and motivation, particularly in the case where the employee/s are used to individual rewards. Conclusion After thoroughly examining the problems at the BSSB branch of Environment Canada, we have provided them with an implementation plan to help turnaround their operation into a more enjoyable work experience. This includes changes in the leadership, motivation, and communication aspects. Managers will have to be more proactive, more forthcoming with information to their subordinates. Leaders must have a vision, and they must project it clearly, so that it is easily understandable by their followers. Communication is defined as the process of exchanging information between the sender and receiver. Managers spend a considerable amount of time communicating. They must ensure effective communication. Meaning, getting the proper information to the right individuals in a timely fashion. ...read more.

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