INT 220 Conference Call Invitation Template (1)

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INT 220 Module Six Assignment Conference Call Invitation Template Subject: Conference Call Invitation for Teams Meeting Organizer : Laine Arguelles, HR specialist Invite Required Attendees: Kaspar, Kelly, Syed, and Nina Invite Optional Attendees : Management Meeting Invitation Date and Time with Time Zone: Wednesday, February 21 st 7:30am central Standard US time 10:30am (GMT-3) Chili time 7:00pm (IST) India time 5:30pm (Dubai) United Arab Emirates ( World Time Zone and Current Time around the World and Standard World Time Zones Map of the World- 12 Format , 2015) Does Meeting Repeat? Yes, will conduct Mandatory bimonthly meetings, the second Wednesday of every other month, beginning the year in February. Location: Zoom Call, home or office, (Caption Translator included) As we have multiple time zones and Languages. Please make your best effort to set time aside for this very important meeting no matter the time zone, as best you can. Body: For introductions to our company goals and values and the agenda planning for future endeavors and projects. Communicate any concerns that have come up. Collaboration. This is to keep our company culture abreast, standards in keeping with company policy expectations, project reviews, and data analytics review keeping the best interest of the company in mind. Meeting Agenda 1. Common Issues in Divers global companies 2. Management guidelines 3. Communications and chain of Command for conflict resolution 4. Holidays and PTO. 5. Deadlines and diversity for Collaboration. Dear Management, I hope this email finds you well. I am writing this email to notify you of the plans to conduct a bimonthly conference call with the team you have entrusted me with for our company expansion. I have included the plans in the above chart as to how and when we will conduct these meetings, including the first meeting’s agenda.

Cultural Considerations With the business conducting an expansion into different countries I will be considering each country and the employee’s cultural diversity as well that complements our company values, but as well as problem solve for what problems might arise with the differences. I wanted to share with you my approach and strategies for effectively leading our diverse team. Specifically, I will address the cultural considerations for each team member, recognizing that our team comprises individuals from various backgrounds and experiences. According to Global dimensions in business , “ Employees provide an organization’s human capital, which is commonly defined as the collec-high-performance work system (HPWS) A set of management practices that attempts to create an environment within an organization in which the employee has greater involvement and responsibility (Dunung, 2019, Ch. 6)”. Using this (HPWS) theories and the Hofstede Insight reports I hope to navigate our team to be in line with our company values, work expectations, and disciplinary methods. As the HR team leader, I would like to discuss a few problems in areas that might arise and my solution. I will quickly go over management approaches, conflict resolution expectations, flexible work practices such as holidays, chain of command for conflict, work deadlines, and diversity inclusion. Management approaches Let’s start with the management plan that I have for my team. I will first explain our chain of command and what the managers oversee. I will be offering each employee a training program specifically designed to meet the cultural need of their country, that trains our standards of professionalism, diversity, empathy, and leadership strategies. Language will be translated to each country but use the same training program with a few unique differences based on each specific country’s labor laws and pay rates. Research states that we should consider investing in training and development programs to enhance the team's cultural awareness, sensitivity, and competence. Encourage your team members to learn from one another and foster a culture of curiosity, openness, and respect ( How to Manage Multicultural Teams in a Company , n.d.). According to Hofstede’s report in the Power Distance section, some cultures response to leadership or Management varies ( Country Comparison Tool , n.d.). Hofstede states, American’s scores are low since they are democratic and focus on equal rights and respect, rely on teamwork, and both employees and managers expect to be informed with direct communication ( Country Comparison Tool , n.d.) . The United Arab Emirates scored high with an expectation of a hierarchy and want inferiors to be told what to do with little involvement ( Country Comparison Tool , n.d.). India scored just as high if not a bit higher than Arab, and they believe in top-down leadership style as well, with loyalty and the greater good as a priority of employees that Is delegated out ( Country Comparison Tool , n.d.). Both India and Arab employees expect clear direction from leaders and are used to being controlled ( Country Comparison Tool , n.d.). Chile was in the middle of these scores and still has remnants of authoritarian style management with a pyramid view, each one relies on the other to get work done from the leader down to the employee; yet the leaders are still privileged ( Country Comparison Tool , n.d.). I will take all this into consideration and rely on our training to teach teamwork to leaders in our team to delegate if needed but give free open communication for creativity if needed and rewards and bonuses when individuals step up to the plate for our leaders. This will give hope that we can balance both styles of management. Conflict Resolution Expectations Now I will explain to them my expectations of our company values, considering we do have a chain of command and expectations of values to follow without harming their own cultural beliefs in the

event of any workplace conflict they need to address or manage. The Hofstede report on avoidance determines a score based on beliefs of determining future outcomes based on threats ( Country Comparison Tool , n.d.). Chile is the highest needing strong rules and needs for a legal system. Arab was the next highest avoiding uncertainty, intolerant of new ideas; but are busy, punctual and hardworking and stay within the rules. America scored third, with a general acceptance for new ideas and willingness to try new things, and are pretty tolerant depending on circumstance, yet Cultural misunderstandings may arise. India was the fourth for ease of expectations and flexibility in this score, with acceptance of imperfections, and tolerance. Sometimes the Indian cultures sees rules as a standard that can be bypassed for ease of access instead. When conflicts occur, I will address them promptly and constructively. Encouraging team members to express their perspectives openly will help us find common ground and resolve issues. Respect and understanding of our company’s culture will be prioritized first above their own and will be taught in training. As research states , team leaders and employees must understand their own position as an employee, their organization's culture, and how it impacts the business. To be culturally agile, they should also recognize and appreciate cultural differences within the team while using their understanding to effectively conduct business within cross- cultural situations ( How to Manage Multicultural Teams in a Company , n.d.) . We will utilize a HR complaint system of the Chain of Command and determine proper authorities are altered to begin conflict resolution if it occurs. Flexible Work Practices Considering time zones and cultural holidays, I will be flexible in scheduling meetings and deadlines. It’s crucial to accommodate different working hours and celebrate diverse National festivals or Holidays. We’ll create a shared calendar that highlights significant cultural events to foster inclusivity ( Is Your Company’s PTO Inclusive? , n.d.). If their country has a national ore religious Holiday it will be allowed off for a workday, any more time that is used must be considered PTO or Sick time and put into the company employee’s portal as a request if time is available as that is how we set up employee benefit packages based on hourly and salary employees. PTO and sick time will be tracked on their employee portal. If that day off meets one of our company’s deadlines it will need to be considered a priority and turned in ahead of the days schedule that they are allowed off. Research shows however, it's important for employers to be aware of the different types of PTO governed by local, state, and federal laws of their country, such as family leave, sick leave, vacation leave, and holiday pay. To create a clear and flexible PTO policy that meets both the business and employees' needs, it's recommended that companies take some steps to communicate the policy effectively ( Is Your Company’s PTO Inclusive? , n.d.). Research also shows in addition to federal holidays, consider including floating holidays for religious, cultural, or personal traditions ( Is Your Company’s PTO Inclusive? , n.d.). Collaborative Diversity and Inclusion Collaboration must be our final topic. The choice to work in a team environment even as diverse as we are important and makes our company diverse. Teams with higher contextual diversity produce higher-quality reports and innovative solutions . According to Hofstede’s research report on Individualism and Motivation towards Achievement success, we are all unique individuals creating one greater collective adding to the uniqueness of how we will work. Americans scored high in these areas showing that they can work in groups well but expect equal share of the work for everyone and they won’t take responsibility for the employee that didn’t work as hard as the other. Americans are driven by competition and enjoy flaunting achievements. Chile is in the middle ground in this area and are adaptable, striving for the consensus to be united, to be a team in either direction. Chile is focused on the quality of things and very hard working, rather than if it is just completed. United Arab Emirates

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scored lower which promotes strong bonds in which each member holds responsibility for the others in the group as a whole, so if one fails, they all fail. India is the lowest in the area of individualism, having both collectivistic and individualistic ideology. Similar to Arab, India views employer-employee relationship is based on expectations of loyalty from the employee and protection from the employer, almost like a familial bond. In a group they will always meet the need for the greater good's goals. Deadlines? Motivation towards achievement. Yet, India is very high in terms of striving for achievement and expect honor and recognition and love material rewards but also respect being humble. ( Country Comparison Tool , n.d.) Taking all these different ideologies into consideration we will have a rewards program built from HR. Research shows that A well-designed rewards program for teams can enhance collaboration, communication, productivity, and satisfaction, as well as drive better business outcomes (Nelson, 2019). I will go over this program during our meeting. I need each employee to understand the expectations of meeting the team goals, deadlines, and criteria. Rewards can be voted on as well to give each culture a chance to pick what is important to them such as money versus more days off or recognition on our employee portal, company swag etc. (Nelson, 2019). I believe that acknowledging and appreciating cultural differences is essential. I plan to actively learn about each team member’s cultural context, laws, including their values, communication styles, and work preferences. Regular team discussions bimonthly will provide a platform for team members to share insights about their cultural backgrounds, traditions, and customs. Shared Calendars will also contribute to our team performance and planning. I will focus on the need for all to be transparent, flexible and respectful. Best regards, Laine Arguelles, HR

References Country comparison tool . (n.d.). Www.hofstede-Insights.com. https://www.hofstede- insights.com/country-comparison-tool?countries=chile%2Cindia %2Cunited+arab+emirates%2Cunited+states Dunung, S. P. (2019). Global Business Management v1.0. Flat World Knowledge. https://mbsdirect.vitalsource.com/books/978-1-4533-9363-5 How to Manage Multicultural Teams in a Company . (n.d.). Www.revelo.com. https://www.revelo.com/blog/managing-multicultural-teams-in-a-company Is Your Company’s PTO Inclusive? (n.d.). G&a Partners. https://www.gnapartners.com/resources/articles/is-your-companys-pto-inclusive Kojic, M. (2020, March 17). 9 ways to manage a multicultural team | fond blog . Fond. https://www.fond.co/blog/9-ways-multicultural-team/ Nelson, E. (2019, July 18). 10 Ways to Increase Employee Productivity with Rewards and Recognition . Fond. https://www.fond.co/blog/increase-employee-productivity/ Taras, V., Baack, D., Caprar, D., Jimenez, A., & Froese, F. (2021, June 9). Research: How Cultural Differences Can Impact Global Teams . Harvard Business Review; hbr.org. https://hbr.org/2021/06/research-how-cultural-differences-can-impact-global-teams World Time Zone and current time around the World and standard world time zones map of the world- 12 format . (2015, December 31). Worldtimezone.com. https://www.worldtimezone.com/

INT 220 Conference Call Invitation Template (1)

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