Managing Change in Organizations

 

Managing Change in Organizations

Organizational Change

It is said that the only certainty is that nothing remains the same for long. Changes happened in every aspect of the world. These changes can be looked upon as if they are evolutions of nature or in technology. Knowledge, demands, needs, products, aspirations, expectations, habits, fashions, values, beliefs, etc.… keep changing. In recent times the pace of change has become faster. The changes brought by new knowledge and technology are not slow and evolutionary as in nature but radical and discontinuous.

Organizations have the capacity to sustain a long period of growth, under any circumstances through adaptation. Change implying adaptation and transformation, is intended to improve effectiveness.

Organizational Change may be defined as “The adoption of a new idea or a behavior by an organization” (Dratf;,1995)

                                Figure 01- Factors of Organizational change (source-sweetprocess.com)

Organizational Response to Need of Change

Organizations are living systems, but of an order than the human beings. They have the capacity to sustain a long period of growth, under any circumstances, through adaptation. Every organization undergoes change in the normal course, as it grows along with the globalization.

When comes to Change, the response is an anticipated situation to a perceived threat. In the nature of preparing for a future possibility is called as `Proactive response.

If the behavior felt because of an awareness that the effectiveness is being adversely affected, in that case the response is called as `Reactive response`.

Effective Change Management Process

Due to today’s fast moving business environment it is necessary to implement a Change Management Plan to face the change within the organization, which helps smooth transition and ensure the expected results.

1.     Define the change clearly and align goals accordingly – Must explore about what we need to change and must understand why is this change required.

2.     Determine the impacts and the affect of it – To know what can happen to each and every unit in the organizational structure and how to be received the change.

3.     Build communication strategy – How to communicate the change and take feedback to manage or to implement plans.

4.     Effective Training – Find the most effective training method and use it to prepare the employees by developing skills require to overcome change.

5.     Provide a support structure – Assist emotionally to adjust to change and navigate them through the changes.

6.     Measure the impact of change – Evaluating weather the change helped to achieve the organizational goals and objectives as well as to find what else must be changed.

                        Figure 02 - Change management Process (source-www.shrm.org)

                        Clip 01 - Change Management (source-https://youtu.be/e4jnFqlUMmM)

 

Conclusion

A successful Change Management System should be well planned, well timed and well-integrated. Most of the successful organizations use purposeful and dynamic strategies that anticipate, influence and respond effectively to shifting trends, patterns and events of global business world, which helps to survive and thrive using a disciplined, responsive, flexible and effective change management system.

 

References

 Armstrong,M;, (2014), A Handbook of Human Resource Management Practice 10th edition.

Change Management by Gartner;,(2018). Available at https://www.gartner.com/en/insights/change-management [online]

6-steps-effective-organizational-change-management by Courtney,F;,(2020) available at https://www.pulselearning.com [online]

The Knowledge worker in Organizations.

 The Knowledge worker in Organizations.

Knowledge Worker

Most employees nowadays are required to use knowledge at work. They work with brains more than with their muscles. It is not easy to measure the output or to supervise the input of knowledge work. The application of knowledge is cannot be seen, measured or controlled by anybody, other than the person using it. Knowledge workers enjoy considerable autonomy in how much their knowledge and their skills they use at work.

“Knowledge workers as high-level workers who apply theoretical and analytical knowledge, acquired through formal training, to develop products and services. He noted that knowledge workers would be the most valuable assets of a 21^st-century organization because of their high level of productivity and creativity” (Drucker,P;,1959- The land mark of tomorrow)

                               Figure 01 - Achieving peak knowledge performance (Source- Slideteam.net) 

Knowledge is expanding continually and fast. Knowledge workers of today perhaps know more than the knowledge workers of yesterday. There is an increasing specialization and simultaneously, knowledge is becoming multidisciplinary. There is an increasing awareness that because of the complexity of phenomena, events cannot be explained by simple liner relationships. Several factors matters on any given situation at any given time, causing events to happen. This is a system concept. Ability to grasp the realities in these complex system is necessary to make one`s work more appropriate and efficient.

Core Competencies of Knowledge Workers

•       Thinking Skills – have a vision about how can be better.
•        Continuous learning – learning in tune with changing conditions.
•        Teamwork - corporate with everyone while work.
•        Creativity – finding new ways to advance the organization.

                          Figure 02 - Challenges for Knowledge workers (source-Researchgate.com)

According to Peter Drucker (1966) it defines six factors for knowledge worker productivity

•        “Knowledge worker productivity demands that the Managers ask the question, "What is the task?"
•        It is said that the Organizations are responsible for the productivity on the individual knowledge of  workers but Knowledge workers manage it themselves.
•        Continuity of innovation has to be a part of the learning, the tasks and the responsibilities of the knowledge workers.
•        Knowledge workers tend to continue learning on the part of the job role, but equally continuous teaching on the part of the knowledge worker.
•        Productivity of the knowledge worker is not at least and not primarily a matter of the quantity of output. Quality is at least as important.
•        Finally, knowledge worker productivity requires that the knowledge worker is both seen and treated as an "asset" rather than a "cost." ”

 

               Clip 01 -  source-https://www.youtube.com/watch?v=MwudCLbH7ig

Conclusion

The resources available in Knowledge Workers are their knowledge along with their skills, their insights and their creativity which eventually become the resources available in the organization for planning and innovation or adaption. The knowledge workers always spend time on searching for new information and gather them. As today’s world run in an information era, the necessity of knowledge workers increases.  There for knowledge workers are an asset to the organizations which benefit in many ways when comes to achieving goals and objectives within the globalized business world.

 

References

Armstrong,M;,(2014), A Handbook of Human Resource Management Practice 10th edition.

The Importance of Knowledge Workers published on 18 November 2019, available at https://www.telappliant.com [online]

Reinhardt,W, Schmidt,B, Sloep,P, Drachsler, H;,(2011). "Knowledge Worker Roles and Actions – Results of Two Empirical Studies" available at https://scholar.google.com

Coordination and Control of Organizations

 

Coordination and Control of Organizations

Coordination

When the objectives and goals of an organization is determined, resources are allocated and staff is directed multiple tasks begin. Coordination is the function that ensure these multiple activities do not interfere with each other but supplement and support each other.

Coordination is necessary even in the early stages of planning. The corporate plan and the plans of the smallest operating units have to be ‘coordinated’ so that they integrated in to one whole operation. All the plans have to be coordinated with the resources available while organizing the components of various roles, to ensure that there are no internal conflicts or contradictions.

“Coordination – a process of combining the organization’s goals and the inevitable specialization, which comes with the division of labor and formation of chains. Coordination refers to the establishment of communication channels between people who are executing different work. Coordination is intended to correct the executors’ actions, which do not comply with the selected course of the plan.” (Melville, Paleckis;,2011) 

 

            Image 01-Mary Parker Follett`s 04 Principles of Coordination (source- slideshare.com)

 

Importance of Coordination

•        Unity of action – Resources, techniques and activities to be united through coordination.
•        Increase in Efficiency – Maintaining good relations and utilizes resources optimally.
•        Minimize conflicts – Reduces rivalries and conflicts between employees and management.
•        Paths proper direction – Shows the path which every department must work and guides.
•        Increases Motivation – Gives liberty to be innovative towards expectancy of the organization.
•        Survival of Organization – Harmonize the resources and helps the organization to survive.

Control

Control is the function of ensuring that the tasks are being performed according to plan and that the expected objectives are being achieved. The controlling function involves the observation, measurement and correction of the performance, in order to make sure that the objectives are being accomplished according to the plans formulated.

Control checks weather whether variations exists or not in achieving goals and objectives and what corrections should be done, if necessary, by either adapting the plan or the objectives may modify to prevalent the situation.

 "Control is the systematic process of regulating organizational activities to make them consistent with the expectations established in plans, targets and standards of performance" (Daft;, 2012)

"Control is the regulation of organizational activities in such a way as to facilitate goal attainment" (Griffin;,2012)

Importance of Controlling

• Guides Employees – periodical checks help to make necessary developments.
• Efficient use of resources – ensures minimum waste and maximum use of resources.
• Discipline the organization – helps for smooth functioning of the organization.
• Helps in deciding right standards – focuses on implementing strategy.
• Aids in accomplishing the goals – Direct towards the organizational goals and objectives.

  

       Clip 01 - Balance score card process for Controlling (source- https://youtu.be/M_IlOlywryw)

 

Conclusion

‘Coordination’ is the multifunction that create integration between resources and all the departments of an organization towards achieving goals and objectives while minimizing conflicts within the organization.  

‘Control’ is the function of measuring the actual performance against the expected performance. In other words, it evaluates the performance of an organization. It helps to identify the gaps to be filled within the strategies used.

Therefor the management functions of Coordination and Control is extremely important to organizations to be more adaptable and efficient in today’s changing world.

References 

Armstrong,M;,(2014), A Handbook of Human Resource Management Practice 10th edition.

Coordination, Control, and the Management of Organizations by Jensen,M,C; [online]

Available at https://www.hbs.edu/faculty [online]

Effective Communication in Organizations.

 

Effective Communication in Organizations

Communication

Communication is the process of exchanging thoughts, information, interpretations, ideas, options and decisions between people to create common understanding. It is considered to be the most vital process in organizations. The allocation of resources, the coordination of activities, the delegation of authority and responsibility, Current market updates, Current organizational situation, the achievements of organization and etc. all to be communicated between management levels of the organization through this process. Communication is the very essence of the social system of an organization. The effectiveness of the organizational performance depends on the effectiveness of the communication process.

“Organizational communication is as evolutionary, culturally dependent process of sharing information and creating relationships in environment designed for manageable, goal-oriented behavior.” (Waagen,C,L;)

 

Communication Process

The steps between the sender and the receiver when exchanging ideas, information, etc. that result in transferring and understanding of the meaning leads to take necessary action.

                             Image 01- Communication process (source- printrest.com)                                        

Importance of Organizational Communication

"The quality of supervisory communication corelated highly with high employee performance, high product quality, low absenteeism and low job turnover". (Hain, Tubbs;,1975)

Organizational communication is known as the nervous system of the organization as it directs the organization to act towards achieving the goals, functions, and structure of organizations. Basically, organizational success is determined by the effectiveness of organizational communication in each level.

Individual Level –

•      Improve understanding of the vision, mission, goals, values and procedure of the organization.
•      Clearing up ambiguity in the what’s, how’s and why’s
•      Build the sense of ‘Making a difference’

 

Group Level –

•      Creating common culture permits employees to act with empowerment.
•      Helps reducing day to day conflicts.

 

Organizational Level –

•      Coordinating organizational resources efficiently.
•      Implant the sense of belonging and commitment.
•      Helps to direct impact on effort and efficiency.

               Image 02 -Types of communication (source- resumeskillsforjobs.com)                                  

Effective Communication

Effective communication is something that does not happened by itself it must be done by a person, a communicator. A communicator must take conscious efforts and follow the principles of communication known as the 7C’s of communication.

•        Complete – Must contain all the facts and figures that needed for the desired reaction.
•        Clarity – Must be transfer in a simply understandable manner in thought and expression.
•        Concise – Concentrate on the point and all unnecessary words must be eliminated.
•        Courtesy – Must communicate in a polite and friendly manner.
•        Correct – Language, Facts, Words, Information and all the includes must be accurate.
•        Concrete – Body language must be in line with the verbal communication.
•        Consideration – Must understand the emotions and sentiments of the receiver.

    

                                            Clip 01 - https://youtu.be/0_zokb8h0G4

 

 

Conclusion 

Organizational Communication is the process which allows information to flow from one place to another, involves the transmission and accurate replication of ideas ensured by feedback that helps to take appropriate management decisions.

The proper and effective communication is an important tool in for management of any organizations to achieve coordinated results efficiently.

 

 

References

Armstrong,M;,(2014), A Handbook of Human Resource Management Practice 10th edition.

Applied organizational communication by Harris,T,E;, available at books.google.lk [online]

Neher,W,W,;,1997), Organizational Communication – Challenges of Change, Diversity, and Continuity

Manning, P,K;,(1992), Organizational Communication. New York: Aldine de Gruyter.

Employee Motivation in Organisations.

 

Employee Motivation of Organizations

 

Motivation

When a person wants to do something, he is said to be motivated. People are motivated to do or not to do because thereby, they get some satisfaction through that conduct. Motivation is an internal impulse and not an external stimulus.

“Motivation is the act of stimulating someone or oneself to get a desired course of action or to push the right button to get a desired reaction” (Jucius,M,J;)

“Motivation is defined as the process that account for an individual`s intensity, direction and persistence of efforts towards attaining a goal” (Robbins,S,P;)

 

                                        Image 01 - (source- tutorialspoint.com)

Motivation and Satisfaction of needs

Some employees contribute the organization with their knowledge and some contribute with their physical strength and motor skills. Therefor they must be motivated differently because the nature of motivation determines the nature of the employee’s engagement.

The right understanding of employee motivation requires the study of needs, emotions, likes, dislike, sentiments and etc. of employees. Such study will provide information about which factors are likely to induce a man positively for work.

Studies reveal that human beings basically tries to satisfy their needs through employment. According to Abraham Maslow “The Hierarchy of Needs” theory is as follows.

                

                       Image 02 – Maslow's hierarchy of needs (source-proffessionalacademy.com)

As discussed in this theory every human activity is goal oriented. It is expected to lead to accomplishment of something. No one would like to do anything unless and until some needs are satisfied. The needs of human beings are the motive for their performance. Therefor motivation is an impulse and a manager cannot motivate employees. The employees have to be motivated themselves. The manager can only can create the environment where the employees get motivated.

 

Benefits of Motivation

•        Works towards achieving goals - works hard to achieve common and personal goals.
•        More productive employees – will focus on not to make mistakes or reduce wastage.  
•        Good impact towards other employees – when satisfied employees will stay positive.
•        Innovative and creative – think about new ways of contributing the company.
•        Becomes better team workers – engage with others to achieve goals.
•        Become better problem solvers – Overcome challenges easily than when demotivated.
•        Reduces employee turnover – Satisfied employees will remain loyal to the company.

 

 Motivation Types

•       Extrinsic Motivation – Motivation comes through an external factor (Rewards, Incentives)

•       Intrinsic Motivation – Motivation comes through an internal factor (Satisfaction, Enjoyment)

                                        Image 03 - Types of Motivation (source-Nacsn.org)

                    

                        Clip 01 - https://www.forbes.com/video/5818694383001/

Conclusion

It is vital to Motivate employees necessarily at right moments. By using both Extrinsic and Intrinsic motivation, manager must act to cerate the atmosphere where employees get motivated. As it has been observed that human beings are not merely economic beings, they are also social beings. Employees do get satisfied with economical incentives. But attitudes towards work are influenced by the social interaction which is more powerful than economic incentives. For example prestige, status, recognition, etc. are more powerful motives for better performance. 

 

References

Armstrong,M;,(2014), A Handbook of Human Resource Management Practice 10th edition.

11 Types of Motivation: What They Are & How to Use Them 2020 available at

www.evantarver.com ,(Jul 15, 2020) [online]

 

Satyendra;, (July 13, 2019) Factors affecting Motivation of Employees ,available at www.ispatguru.com [online]

The Organizational Behavior

 

Organizational Behavior

Is a study that investigates the impact of individuals, groups and structures within organizations for the purpose of applying such knowledge towards improving organization`s effectiveness.

                                   Image 01 –(source- dreamstime.com)

The main objectives of Organizational Behavior are as follows,

1.   Describe

A scientific method, which have been applied to analyze how people behave in different situations within the organization. A manager should be able to describe the behavior of each employee, identify attitudes and be able to pinpoint their behavior so that the situation in the organization is under control.

     2.    Understand

The managers must carefully listen and understand why people tend to behave in certain manner and try to identify reasons so that correct solutions can be provided.

     3.     Predict

By frequent closer interaction, a leader must identify the nature of the workers. Some are more productive while others are disruptive. In such situations, a manager should be able to handle each individual differently so that they can be directed to higher productivity.

     4.     Control

Managers must train their subordinates continuously with the aim for development of skill, Improve productivity and improvement of individual behavior. Must implement control measures so that the energy of workers diverted towards organizational objectives.

 

The Organizational Environment has a great impact on human behavior. Appropriate internal environment would help organizations to build favorable work environment that will help individuals and groups within organizations to work effectively towards higher productivity.

This method is used in different levels as follows,

•        Individuals –

Organizations are an association of individuals. Each individual differs in many aspects. The study of individuals therefor includes aspects such as personality, perception, attitudes, values, job satisfaction, learning, motivation and etc.

•        Groups of Individuals –

Groups include aspects such as group dynamics, group conflicts, communication, leadership, power and politics, etc.

•        Organization / Structure –

The study of organization / Structure includes aspects such as formation of organizational structure, culture, change and development, etc.

 

                                                Image 02 - OB (source- bristol.ac.uk)

 

Importance of Organizational Behavior

•        To face the dramatic changes in the business world.
•        Helps to improve employer-employee loyalty bond.
•        More flexible organizational environment.
•        To create a diversified working environment.
•        Assure the job safety.
•        Skill development.
•        Helps to gain a better insight on human behavior.
•        Increases personal and organizational effectiveness.  

Conclusion

Organizations are run by people. People consist of individuals and groups. Though people have much in common, yet they different from each other. Therefor managers have to treat each individual differently. The concept of Organizational Behavior begins at this point to study individuals as a whole person.

Therefor managers need to treat people with dignity and not as an economical tool. It is extremely important to understand the organizational behavior for the managers to implement HRM strategies effectively. 

 

 

 

References

Armstrong,M;,(2014), A Handbook of Human Resource Management Practice 10th edition.

Robbins,S,P;, Timothy,A,J;, (online) Essentials of Organizational Behavior available at google scholor.com

Argyris,C;,(1960), Enhancing motivation and self-efficacy for safety plan use:available at psycnet.apa.org