Report for Internal Circulation

Student’s Name

Institution

INTERNAL MEMO

TO: Company President, Ms. Sarah Robinson

FROM: Operations Manager

DATE: 28^th May 2016

SUBJECT: Mr. Henry Stewart’s Situation

Mr. Stewart has been our customer for quite a long period. Recently, we hired six additional employees as a result of the increased workload in the organization during the summer. We received a complaint from Mr. Stewart concerning the treatment of his property by our personnel. His yard was sprayed as usual, and this resulted in the death of his fish worth $2000. His shrubs were sprayed by the employees, who are alleged to be rude. The expensive koi raised in the fishponds were all destroyed by the field personnel, and Stewart is threatening to sue the organization.

In addition to this, he seems to have lost faith in our organization’s capacity to uphold professionalism and high level of efficiency (Stephen, 2001). I have discovered that Mr. Stewart has been posting these issues on our organization blog and has requested for his compensation publicly. The company’s image has been tarnished with many of our loyal customers being concerned. The company is in a crisis with regards to public relations and the capability of the organization to handle its obligations more effectively. I attribute this entire problem to the field manager’s incompetence, considering his lack of adequate supervision and analysis of worker’s knowledge and capability.

He sent two of the new workers at Mr. Stewart’s residence to spray the yard. The new workers were sent alone and had no idea of the reservations on the Stewart property as well as how the job is normally conducted. On the other hand, no one went ahead to seek direction from the supervisor on what should be done and what should not be done. This is what has led to the termination of the contract with the client and a public relations crisis on our organization and calls for prompt action.

Basing consideration on the seriousness of the situation, I would recommend three specific measures. First, I see the need to ensure that all organization staff undergoes training and extensive orientation before they are assigned to any activity by Landscape Management. This is bound to ensure that all employees have the client’s wellbeing at heart and more so, that everyone knows the type of service which is to be offered to different categories of customers (Stephen, 2001). This way, such an incidence will not be experienced again in the organization. Employees will have adequate knowledge of what is required of them and destruction of client property will be out of the question.

Secondly, there is a need to ensure that the field manager is always informed before any kind of work is embarked on by the employees. The field manager has all the information on how the work in specific locations needs to be done and the exemptions for various classes of clients. Despite the fact that employees will have been trained and made aware of the clients’ preferences, confirmation of the procedures to be conducted will not hurt the entity. The major issue in consideration is the fact that supervision was inadequate and this is what led to the destruction of client’s property worth a large amount of money. The entity needs to stay away from legal suits which may be the beginning of problems in Green Wave if not well handled (Charleen, 2009).

Finally, I also recommend that newly employed personnel be given tasks to handle at the organization level until they are well equipped with the knowledge and running of operations in our enterprise. After this, they can now be allocated in the field. However, they still need to work with an employee of the organization who is familiar with the entire setup. This will ensure that guidelines are adequately given among employees themselves and from the supervisor in general. The mistake has already been committed, and the most important course of action is to make corrections where necessary to prevent a repeat of the same. We need to restore public confidence.

This incident has never occurred in our organization. It is an isolated incident attributed to the field manager’s incompetence as a result of failure to adhere to organization policies. The requirement is that new workers are not to be sent to the field alone, and this was neglected. Training and hiring policies in our entity need to be revised, for the purpose of achieving overall effectiveness and client satisfaction (Charleen, 2009). With the implementation of the above propositions, I believe that such crisis will never be experienced in the entity. In the long run, every policy will be adhered to with strict requirements upheld. Our hiring process needs to be revised, and the effectiveness of communication in assigning of duties considered as well. Effective delegation of tasks with accountability is the best way to go.

Sincerely,

(Signature).

Operations manager,

Green wave landscape management.

References

Stephen, E. (2001). Supervision: Working with People. London: Cengage Learning.

Charlene, C. (2009). Setting up People for Success. New York: John Wiley and Sons