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Samantha Poulos and Helping Hands of America presentation


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Helping Hands of America Communication Guide:

Helping Hands of America Communication Guide Webinar given by Samantha Poulos


Introduction Welcome to Helping Hands of America! We TRULY value our employees and could not operate without you! Common interest in personal and company progress

Introduction- Samantha Poulos:

Introduction- Samantha Poulos Samantha Poulos Administrative Assistant Part-Time HHOA employee for 5 years Constant contact with employees

This Webinar…:

This Webinar… Goals Introduce you to our office staff Communication flow Policies and procedures Traditional perspective Get the job done Keep the organization running smoothly Mumby (2013) Scientific Management Control of workers and their designated tasks

Classical Management (Weber):

Classical Management (Weber) Effectiveness comes about through the design of the organization Once you… Establish a hierarchy Clearly divide labor based on technical skills Have a system of rules and responsibilities Maintain impersonal work relationships …Then you will have a very effective organization Photo credit: kids.britannica.com

Establish A Hierarchy (Weber)- Pathways:

Establish A Hierarchy (Weber)- Pathways Consistent patterns of interactions Employees to Office Staff Office Staff to Employees Problem solving and task completion communication daily Downward Pathway of Communication Job instruction Procedures Employee rewards and discipline Upward Pathway of Communication Job or client related problems Reporting of tasks

Introduction of Office Staff:

Introduction of Office Staff Gavin Densmore, Director/ President Cindy Densmore, Director of Human Relations/ Finance Monique Fisher, Director of Nursing

Establish A Hierarchy (Weber)- Structure:

Establish A Hierarchy (Weber)- Structure Lines of communication and responsibilities Chain of command Director- Gavin Densmore Director of Human Resources- Cindy Densmore Director of Nursing- Monique Fisher Administrative Assistant- Samantha Poulos Employees- CNA’s Compliance with laws, regulations and standards Management by qualified individuals regarding care, treatment and services provided

Structure Diagram:

Structure Diagram


Interaction Before you report to any new client, who should you always call FIRST? If your paycheck amount is incorrect, who should you speak to? If you have scheduling issues or have availability changes, who should you communicate this with?

Division of Labor (Weber):

Division of Labor (Weber) EACH POSITION deals with specific agency aspects Ensures all matters are taken care of in an organized and efficient manner. All tasks must be completed with compliance. ASK QUESTIONS! We want the job done right.

Caregivers… That means YOU!:

Caregivers… That means YOU! “HHOA utilizes only state certified Nurses Aides (CNA) and Companions who are employed to provide in-home aide services” Caregiver (Aid) placed in homes according to personality, skill, expertise, interest and attitude


Interaction How do you feel that you can make a difference in the home while representing Helping Hands of America? Do you feel that you have the appropriate skills to be successful on the job?

What we do?:

What we do? Honesty, integrity, diligence and dedication to clients We are.. Caring, dependable, professional, convenient and affordable “Care and Companionship for those you love” –From HHOA marketing brochure Our clients are seniors who wish to remain in the homes but may need assistance

Have a System of Rules and Responsibilities (Weber):

Have a System of Rules and Responsibilities (Weber) Rules: “An all encompassing system of directives which govern behavior” (Weber, 1946) Managers to dictate organizational rules and procedures Organization’s Policies and Procedures Personnel Policies In-services and Appropriate Procedures Applied fairly and consistently


Interaction Advantages to policy and procedures Do you feel that you know exactly what is allowed or not allowed when working within this organization? How do you feel that you can follow all of these rules and regulations while working for this company?

Maintain Impersonal Work Relationships (Weber):

Maintain Impersonal Work Relationships (Weber) Impersonal work relationships Establish and maintain organization legitimacy (Weber) Done by: Who the organization is? It’s values and characteristics

Contact Information:

Contact Information Important Numbers Timekeeper 919-791-0131 HHOA Phone Number 919-829-2505 HHOA Fax Number 919- 829-5550 Office Scheduling Issues Call: Gavin Densmore (Director/ Scheduler) 919-632-8891 Payroll and Human Resources Issues Call: Cindy Densmore (VP Finance/ HR Director) 919-332-7731 Client/ Field Personnel/ Nursing Issues Call: Monique Fisher (RN/ Director of Nursing Services) 919-749-9824


Interaction Scenario 1: You require a statement from HR about your weekly hours and then demand that we only document you working half of the hours for tax purposes. Scenario 2: We run a background check and it comes back with records. You then proceeded to give a long, detailed story about what happened the night you got a DWI and how the cop mistreated you and it was not your fault.

Summary- To All New Employees:

Summary- To All New Employees “I expect you to maintain Quality Service to our Clients and to excel in every aspect of your work as a Caregiver within our organization. In return, you will be rewarded with competitive pay, outstanding training opportunities, and growth possibilities as we continue to grow. ” –From HHOA orientation welcome letter

Summary- Weber:

Summary- Weber Standardization to hold employee’s accountable Written rules and procedures Detached employee/ manager relationship Chain of Command Followed at all time THANKS FOR YOUR TIME AND COOPERATION!

Final Interaction:

Final Interaction http://www.youtube.com/watch?v=wbn3SkQT3Vw Organizational Culture 2 by Janene Davidson


Bibliography Davidson, J. (2010, Sept. 13). Organizational Culture 2. Retrieved from: http://www.youtube.com/watch? v =wbn3SkQT3Vw Morgan, G. (1980). Paradigms, Metaphors, and Puzzle Solving in Organization Theory . Administrative Science Quarterly , 25 (4), 605-622. Retrieved from: http://www.jstor.org/stable/2392283 . Mumby , D. K. (2013). Organizational Communication: A Critical Approach. The University of North Carolina at Chapel Hill: SAGE Publications, Inc. Typhinia , E. (2013). Organizational Structure Traditional Pathways [PowerPoint slides]. Retrieved from NC State WolfWare Moodle Server site: http://moodle.wolfware.ncsu.edu/file.php/33272/2.1_Org_Structure_- _Pathways/2.14_-_Org_Structure_-_Pathways_-_Students.pdf. Typhinia , E. (2013). Traditional Perspective Theories [PowerPoint slides]. Retrieved from NC State WolfWare Moodle Server site: http://moodle.wolfware.ncsu.edu/file.php/33272/4.1_Traditional_Perspectives/ 48_Traditional_Perspective_-_students.pdf. Waeraas , A. (2007). The re-enchantment of social institutions: Max Weber and public relations. Public Relations Review, 33, 281-286. doi : 10.1016/j.pubrev.2007.05.007 Weber, M. (1946). From Max Weber: Essays in Sociology. New York: Oxford University Press.