Building_an_Ethical_Organization

Building an Ethical Organization (Final) Phoenix University HSM230 May 20, 2010 * Table of Contents * Table of Contents ……………………………………………………………………….. 1 * Introduction ……………………………………………………………………………… 2 * Mission Statement ….….………………………………………………………………… 3 * Values ………….………………………………………………………………………… 4 * Code of Ethics ………………………………………………………………………..… 5 - 6 * Organizational Culture …..………………………………………………………………. 7 * Leadership ..…………………………………………………………………………..… 8 - 9 * Oversight ……………………………………………………………………….……….. 10 * Conclusion ………………………………………………………………………………. 11 * References …………………………………………………………………………….…. 12 * * * * * * * * * * * * * * * * * * * * * * * * * * * Introduction * * The organization provides training and support for low-income families that cannot afford computers, or need help with their computer skills, to enter the workforce or maintain their current positions. The clientele demographics are aimed at low-income, hardship via income, and under-privileged families of either single parent or married status. The clientele are living in areas where the chances of advancement within a career are low, or just need some help where others have denied them due to income restrictions. The organization is primarily non-profit, but does charge lower fees to clients who can afford it. * * The services provided (training or computer related) are broken down into four primary sections: * 1. The physical hardware or complete computer systems are supplied through donations from larger corporations (excess or end-of-life stock), and through community outreach programs. Employee wages and other computer related materials will be supplied by both local or government grants and donations. * 2. Home computers provided are reconditioned by the employees or volunteers and given to those who cannot afford them. Those families who need help with their existing home computers; repairs, upgrades, or servicing, can bring them to the organization. * 3. The training is provided by industry certified volunteers, or students with at least two years of formal education. The volunteers must offer their services up to 10 hours a week, for either training classes to the clientele, or through repair and outreach services at the organization’s location. * 4. If fees are able to be paid, such fees are based upon income on a sliding scale, but are not solely based upon gross income, but actual take-home income. This takes into consideration those clients with a decent income, but who also have prearranged or ordered payment obligations; reducing their actual income and preventing them from being allowed to participate in low-income programs. * * Mission statement * * The mission statement of the organization is as follows: * * “To provide opportunities and help where they might not exist, provide the sharing of knowledge and skills where it may otherwise not be available, and understand that everyone had to start somewhere.” * * A large part of this mission statement is based upon old-fashioned ethical and moral values that our founders grew up with, and passing those values on to its employees and clients. By providing services not solely based upon income, but rather on need; and by helping those who need it with patience, understanding, and respect. 1. Patience: By taking the time to make sure that the client has the proper training, and understands it. By taking the time to help each client individually when needed. 2. Understanding: By understanding that each individual may not comprehend at the level of others. By understanding that everyone had to start our learning somewhere. 3. Respect: By gaining the respect of the clientele by treating them fairly, equally, and with the level of respect that the employee would want in return. * * The mission statement sends a message to the community that the needs and wants of people to succeed can be provided on an unbiased and professional level. Taking into consideration that everyone has to start somewhere, or restart their life, at some point in time; is part of what our founders had to go through in their history. Being able to relate to the community and its clients is a value that young, old, and anyone in between can have experiences within. * Values statement * The organizational “Statement of Values” is as follows: * * “Every person has the right to information access, every person has the right to knowledge, and every person will be treated equally without prejudice – no matter the race, color, income, or cultural history of that person.” * * This statement allows the organization to better serve its clients and allows for a more unbiased means to provide the services, computers, and training to its clients. It also empowers its employees to show the clients how they have overcome hardships and how the sharing of knowledge can improve another person’s life. * * Every person has a level of caring within them which was passed down through their generations. By passing this level of caring to its clients, the values and morals of both the employee and client are raised by means of understanding and gratitude. Code of ethics Abiding by the code of ethics within the organization is the most important function of every employee. Without following the code, employees and clients can adversely affect the daily operations of the organization and its relevance to the community. The following 11 areas are required to be followed and adhered to on a daily basis while either employed or volunteering at the organization: (1) Patience: By taking the time to make sure that the client has the proper services provided and training requirements. Taking the time to help each client individually when required and not to rush through the process. (2) Understanding: By understanding that each individual may not comprehend at the level of others. By understanding that everyone had to start our learning somewhere. (3) Respect: By gaining the respect of the clientele by treating them fairly, equally, and with the level of respect that the employee would want in return. (4) Competence: Each member of the organization shall provide services and represent themselves as competent only within the boundaries of their education, training, license, certification, consultation received, supervised experience, or other relevant professional experience. (5) Privacy & Confidentiality: All members of the organization shall respect the clients’ right to privacy. Organization members shall not solicit private information from clients unless it is essential to providing services or conducting evaluation or research. Once private information is shared, standards of confidentiality apply. (6) Hygiene and Attire: All members of the organization shall wear the proper business attire for their respective position. All members of the organization shall keep a proper level of hygiene to prevent any offensive odors, appearance, or health risks to other members or clients. (7) Language: Proper grammar and language shall be used at all times. Offensive language which includes slang, profane, and provocative language, will not be tolerated. Code of ethics (continued) * (8) Sexual Harassment: Under no circumstances should any member of the organization engage in sexual activities or sexual contact with current clients, whether such contact is consensual or forced. (9) Knowledge sharing: All members of the organization shall provide the sharing of knowledge with other members in their respective departments or positions. Providing a level of expertise across each respective department level. (10) Drug/Substance abuse: No member of the organization shall be under the influence of any prescription, non-prescription, or illegal drug abuse; including alcohol) if employed by or volunteer for the organization; unless circumstances are approved by upper management (prescription or non-prescription only). (11) Payment for services: When setting fees, all members of the organization shall ensure that any fees required are fair, reasonable, and equal within the services performed. Consideration should be given to clients’ ability to pay. * Organizational culture Most organizations have some form of cultural training, whether internal or external. However, one of the issues found in many organizations is the cultural differences in between smaller cultural groups within the actual organization, and the misunderstandings of ethical and moral differences. Most cultures have the same basic ethical and moral understandings, but there are small differences which will need to be address with not only new employees; but also with any existing employees. The following three issues will be address on a daily or monthly basis: * Basic cultural training: This is a requirement in many companies and will be a required course for any new employee. The main focus of the training is to bring about a broader understanding of the cultural issues within the community that the organization serves. * Open door policy: Most organizations have this practice already in place, but there is a need for emphasis on the policy that requires all immediate managers to leave their doors open and to walk around within the workforce, talk with, and work with the employees. This is required so that every employee understands; management teams are there to talk to with whatever issues may come about. It also provides a level of success by showing the employees that management is there to help, step in, and work with each individual employee. * Employee cultural sharing: There will always be a cultural divide within any organization, causing a variety of issues that can be easily resolved with monthly (or quarterly) employee led cultural sharing classes. What this means to the company is a broadened understanding of different cultures. How this understanding is accomplished is through employee led classes that describe each individual’s culture, customs, history, moral, and ethical views. This way, the organization has not only an understanding about its internal employees, but also brings about a better understanding of the external clients that come in for help. Leadership There are many facets to managing a company, but what is harder is managing the employees with a fair, ethical and moral approach. Leadership skills will always improve through experience; which applies to the management skills required within the organization. The following leadership skills will be required as a daily practice within the organization: * Open door policy: As noted in the organizational culture section, this policy provides a level of success by showing the employees that management is there to help, step in, and work with each individual employee. * Open communications: This may appear to be the same as an open door policy but there is a subtle difference that needs to be addressed. By keeping an open line of communication in between management; whether high level (CEO included) or middle management, the leadership teams will have a better understanding for what goes on in the organization on a work force level. * Training offerings: The organization is required to provide employee training on the operations, regulatory, safety, and computer skills, required for daily operation of the organization. Extra training will also be provided for any individual who so chooses to advance within the organization. * Promoting from within: A common practice for many organizations is to hire an outside individual for higher level positions within that organization. However, employees who show an understanding, have partaken within training classes, and have made contributions to the experience of their co-workers, will be given the opportunity to advance within the organization before an external source is approached. Leadership teams will be required to perform reviews of every employee’s performance, training, and contributions within the organization. * Recognition of accomplishments: Employees who consistently show a level of success, have accomplished all performance goals within their position, or have shown to exceed expectations need to be recognized; will receive recognition. This recognition can be through an award, monthly bulletin board notification, small bonus, career advancement opportunity, or any combination thereof. * Organizational profit sharing: Most organizations that have some form of excess income will allow for profit sharing. This can be in the form of quarterly, semi-annual, or annual bonuses. The leadership teams Leadership (continued) shall not monopolize on the bonuses, but rather share them equally with the employees in the workforce. This not only raises moral within the organization, but also gains the trust of upper and high level management. Oversight The oversight of the organization will be maintained on three different levels; employee, management, and board. The three levels of oversight not only bring on responsibility to each individual within the organization, but also help measure the organization's performance in maintaining an ethical standard, and the structures or systems the organization has in place. The three levels are defined as follows: * Employee level: Employees shall be aware of any issues surrounding their workplace; including co-workers or clients. Any issues that may adversely affect the organization must be reported to management. * Management level: Work place, upper level, and high level management shall be aware of any issues not only surrounding their workplace; but also must be aware of and properly resolve any issues including co-workers or clients. Any issues that may adversely affect the organization must be reported to the Board. * Board level: Any issues adversely affecting the organization must be addressed immediately and shall undergo a review process; including ethics and moral review. Issues will be dealt with according to severity; including legal, ethical, or financial. Conclusion As the organization grows, there will be some fine-tuning required to ensure the future success of the organization. The ethics, morals, and values defined within this document need to be adhered to. Without the basic principles, the future of the organization may be compromised by greed or over regulation. These compromises will ultimately have a “trickle-down” effect into not only the workforce, but also within the community; ultimately losing the respect of both the community and workforce within the organization. References Davidson, L. (2009, January 7). Small Business Thrives on Old Fashioned Values. Retrieved May 6, 2010, from Business Pundit: http://www.businesspundit.com/small-business-thrives-on-old-fashioned-values/ Guild, M. (2010, April 1). Talking Business: Old Fashioned Values. Retrieved May 6, 2010, from Richmond.com: http://www2.richmond.com/content/2010/apr/01/talking-business-old-fashioned-values/ Mason, J. (2003, November 21). Old-fashioned values lead to GHR survival. Retrieved May 5, 2010, from Philadelphia Business Journal: http://philadelphia.bizjournals.com/philadelphia/stories/2003/11/24/focus5.html National Association of Social Workers. (1999). Code of Ethics. Retrieved May 20, 2010, from NASW: http://www.socialworkers.org/pubs/code/default.asp