Strategies to Solve the Uncertainties of Organization - Essay Example

? Critical management Introduction Management is a process of working with and through people. Organizations need effective management in order to maximize their production under the prevailing conditions of scarce resources. Managers need to shift their focus to the contemporary issues of organizations such as the ambiguity, uncertainty, and complexity of organizations. It is also important for upcoming managers to exhibit a critical understanding of management practice and theory (Harrison, 2012 pp. 21). In addition, ability to identify and evaluate the major assumptions of management ideology and evaluating the theories of organization and management in its application to the wide range of contemporary contexts; will enable managers maximize the potential of their organizations in working under the uncertainties and complexities of organizations.. It is in this regard that this paper is written. Management of organization is becoming an increasingly daunting task in the contemporary times, this is due to the ever advancing business world and business technology leading to ambiguity, uncertainty and complexities of organization. Effective internal management of an organization demands that people and facilities in the organization are managed well. This introduces the concept of organizational behavior which involves how people within the organization react to changes, decisions and practices of management by managers. It is also important to have human skills in order to incorporate the views of other people and manage them well; this will also ensure that the people work towards a common goal within the organization (Pitsis, Clegg & Kornberger, 2011, p 29). Therefore, critical management is determined to harmonize the workplace, through ensuring that the employees and facilities are managed well and working conditions improved. In order to ascertain this, managers need to rely on management theory and practice in order to deal with the uncertainties of organizations. These management theories and practices deal with construction of models based on observations, to try and manage business activities (Carr, 2000, pp. 210). In addition, the practices of management also deals real life experiences of the manager within an organization. This paper therefore seeks to critically evaluate the impact of uncertainty on how the organization is managed through culture leadership, structure, control, and empowerment. Additionally, the paper will demonstrate a critical understanding of management practice and theory, ability to identify and evaluate vital assumptions in the ideology of management, and analyze and evaluate organization and management theory and appraise the application of management theory in organizational contemporary contexts. Uncertainties of organization Organizations are faced majorly by uncertainty challenges; this impact on their production and performance levels. Uncertainty as an element in managing organizations involves risks and unpredictability of the organization’s future events. This may include surprises in employee performance which could either lead to losses or profits within the organization (Renn, Klinke & Asselt, 2011, pp. 3). As a newly recruited manager assigned the duty of dealing with uncertainty, ambiguity, and complexity situations, one is expected to identify and evaluate the key assumptions of management ideology and apply the management and organization theory in handling the concerns in the contemporary context. A junior manager is expected to use the “box paradox”, in order to come up with new management strategies that will ensure organizational growth and retain the identity and founding values of the organization (Clampitt & Williams 1999, p 6). The junior manager will have to “think outside the box” and acknowledge the constraints of the “organizational box” in order to achieve growth and development of the organization and handle the complexity, ambiguity and uncertainty prevailing in the organization (Ivey & Stephenson, 2010 p.51). A combination of management and organization theories and mastery of management ideology is a sure way of handling the impact of ambiguity, uncertainty, and complexity and at the same time achieve the desired results. Therefore, as a newly appointed management graduate, one should be able to identify the most pressing challenge affecting the organization as well as evaluate the key assumptions underlying management ideology. This will enable the graduate manager to design a project through the application of the “box paradox” in the management practice and principle, in order to ensure that the organization deals with complexity, ambiguity, and uncertainty effectively, and that the organization continues to achieve success. Strategies to solve the uncertainties of organization According to recent studies, poor communication channels are associated with the complexity of organizations. Uncertainty in an organization results into a communication breakdown between the management and the employees. This communication breakdown causes a wave of effects on the overall functioning of the company, with workers failing to perform their duties (Maclaran, Parsons, Tadajewski, & Parker, 2011 p.50). Employees are often blamed by the management for not being dutiful and diligent in their work due to this, and subsequently the employees become frustrated and even walk away from their respective jobs. For instance, ten employees from various departments have left the organization due to this aspect. Firms also do rely on memos as a means of communication in order to communicate important information to the employees. These memos are placed on the few notice boards within the firm, and most of the workers end up not reading them. As a result, most duties end up undone, with the workers being blamed for being lax. Some employees also fail to comprehend the information captured in the memos and end up with varying meanings derived from the same (Murray, Ross, & Inglis, 2008 pp. 75). This even complicates the issues in the organization. The junior manager should therefore use effective communication channels such us emails and even phone calls to up-date employees. The manager should up with strategies that will ensure that proper and up-to-date communication systems are put in place. This will ease the system of communication within the firm, particularly between the administration and the employees, and among the managerial staff. Consequently, the manager should come up with various communication channels that are suitable for all parties (Gil-Aluja, 2001, pp. 57). Communication is an integral part in the success of any organization. Therefore the graduate manager needs to introduce the use of technological devices to relay information to all staff members within the organization (Mukherjee, 2005, p. 20). For example, the manager could adopt the use of mobile phones, handheld transceivers, and emails to ease communication within the firm. The use of such equipment will ensure that the complexity of communication within the firm is significantly reduced. Among the aforementioned technological devices, the handheld transceiver is the most effective as it is cheap and can be used to communicate a large audience at once (Katyal, 2009 pp. 53). In most cases, there have been chaos and confusion within the firm as a result of inefficient communication. The handheld transceivers will be stationed in each department within the firm in order to ease departmental and inter-departmental communication. According to Taylor’s scientific management theory, employees need to undergo scientific training to enable them work efficiently (Hamilton & Media, 2012, pp. 51). As such, the manager should also train the employees in the use of the handheld transceiver. The training should be conducted by professionals capable of simplifying any complexity that may be encountered in operating the device (Fleetwood, & Ackroyd, 2004, pp. 118). With a firm as big as this one, a handheld transceiver would be ideal in communication between departments. According to Carter, Clegg, Kornberger, & Schweitzer (2011, pp. 43), the modern theories of administration emphasize on the need to simplify, through proper communication, the complexity that comes with the inter-relationships between different departments. Among other devices, the manger should also adopt the use of mobile phones which allow people to communicate within a very large radius, as compared to handheld transceivers. The firm should ensure that at least every manager and supervisor has a mobile phone provide by the company, through which they can communicate to their colleagues. This will help in the proper planning and coordination of work among colleague supervisors and managers, as provided for in Fayol’s administrative management theory (Willmott & Alvesson, 2003, pp. 33). The future is always unpredictable and as such, a person may be faced with a problem, and may require using the mobile phone to inform their colleagues. The use of computers is also recommended in solving communication complexity of an organization. The traditional methods of storing information can be eliminated by the use of computers. The use of files becomes complex, especially if such a file were to disappear causing loss of data. Complexity could also be in terms of ensuring that information reaches every employee within the organization. For this project, every department in the firm needs to have at least one computer, depending on the nature of their work (Smart, Madden, & Maul, 2007, pp. 142). According to Schwandt & Franklin (2010, pp. 51), the more centralized the communication system, the less complex the transfer of information. The manager can also use employment contracts in solving organizational ambiguity and complexity. This will ensure that the administration of duties, rights and responsibilities which are often increasingly complex are simplified and determined in specifics. This is especially so, since there is no point of reference for the admissibility of work issues. For the purpose of easing this complexity, the managerial team within the firm needs to draw up work contracts for their employees. The contract should include the job description for each and every employee, clearly stipulating the exact roles that the employee is required to perform. According to Rao (2012, pp. 115), the employee should not undertake any other duties that are not within the contract. This will eliminate ambiguity in the roles of different employees. The division of labor according to the administrative theory of management is essential in ensuring productivity within an organization (Starkey, & Mckinlay, 1997, pp. 546). When labor is clearly divided within an organization, then the chances for departmental collisions are significantly reduced. Everyone performs the duties they signed up for, without interfering in the work of others, thus minimizing personal and departmental collisions. Knowing the specific duties that one is supposed to perform simplifies the complexity that comes with being assigned and performing duties that are outside one’s area of specialization. Since every employee will be under a specific department, division of labor will be quite easy and each worker will know their duties within the department. In order to minimize the uncertainty and conflicts among employees, the employment contract should also feature the rights of the employee within the organization. Sometimes, an employee may fail to understand the reasons for their dismissal from work or pay deductions since employers tend to unnecessarily complicate issue. As such, if the employment contract clearly states the conditions for termination of employment or deduction of wages, then the complexity becomes simplified (Daft & Murphy, 2010 pp. 112). For example, the contract should contain the correct amount of wages that the employee and the organization have agreed upon, as well as the basis for future increments or deductions. This ensures that the employee is certain about their salary within the organization (Renn, 2012 pp. 61). In addition, the contract should clearly stipulate the conditions and terms for dismissal, as well as voluntary departure for the employee. For example, being a flower exporting firm, the company has its peak and low seasons. During the high seasons, for example, valentine’s day and mother’s day, there is a lot of work within the company. However, beginning July till September, the flower industry experiences a low season. As an outcome, the corporation is destined to incur losses during this low season, and may need to lay off some employees in order to cut down on the fixed costs. In order for the company to be able to do that, the employees need to be made aware of the possibility of such layoffs during the contract signing process. The manager also needs to examine the management structure in order to manage the uncertainty, ambiguity and complexity of the organization (Grey & Willmott, 2005 pp. 450). The manager should make employees aware of the protocol within the company, ranging from the directors, managers, heads-of-departments, and supervisors. The complexity that results from more than one manager and other officials ordering one worker is significantly reduced through this structural breakdown. For example, an employee working in the production department, which deals with the growing of flowers in the green houses, is supposed to report to their supervisor. The latter then reports to the manager in charge of the production department, who the reports to the either the managing director or the executive director, or both. Most conflicts within the firm occur when different people in the management team give different instructions to workers. The latter are at a loss on which orders to obey, thus further complicating the completion of duties. The employee needs to know the person they are directly answerable to, as well as the proper channels to follow in case of a complaint. This is the kind of organizational structure that Max Weber refers to in his bureaucratic management theory (Rainey, 2009, pp. 277). Management and organization theory and practice concept Several theories of management and organization can be used in ascertaining effective management of organizations (Olum (2004, p. 6). These will help in solving the recurring issues, challenges and problems within the organization (Lynch, Cruise, Cruise, 2006 pp. 24). According to Meyer & Loch (2002, pp. 100) among the effective management theories for effective management of organization’s uncertainties, ambiguity and complexity is the scientific management theory that was founded by Taylor; this theory states that management needs to ensure proper planning of organizational activities in order to achieve optimum productivity and efficiency. This productivity and efficiency can be realized when the management relates well with the employees who form major part of the organization (Measham & Lockie, 2012 pp. 49). The theory also asserts that employees be trained using scientific methods in order to avoid conflict with the management. The graduate manager may also employ the bureaucratic approach as described by Max Weber in managing the mentioned uncertainty, ambiguity, and complexity of the organization. According to Alvesson, Bridgman, & Willmott (2009) the bureaucratic approach by Max Weber, is vital in centralizing the structure of management. According to the theory, democracy should spearhead the practices within the organization. Another possible management theory is the Henry Fayol’s administrative theory of management in which, division of labor, commanding, coordinating, training, and planning are emphasized as the effective management principles that can be used in managing organizations (Cole, 2004, p. 78). Managers are expected to choose management theories that suit their situation. This is because every organization is unique and not particular management principle is universal to all the organizations. For instance, the neo-classical approach can be applied in circumstances where a manager needs to take care of issues related to human relations (Burgoyne & Reynolds, 1997, pp. 69). Employees are known to reassign from their places of work majorly because of poor work relationships with management, therefore an application of this management theory will ensure that complexity and uncertainty concerning inter-relationships among employees and management are addressed in an organization (Deetz & Alvesson, 2000, p. 10). Conclusion Conclusively, management is an important aspect in the success of organization, it is therefore significant that an organization that is looking for productivity and success needs to combine management theory and practice in dealing with uncertainty (Harrison, & Lock, 2004, pp. 65). Most managers cannot effectively manage the uncertainties, ambiguities, and complexities of organizations. Managers are faced with difficulties in managing complex organizations without the combination of management theory and organization practice. This paper has emphasized on the evaluation of the impact of uncertainty on how the organization is managed. Additionally, the paper has also demonstrated a critical understanding of management practice and theory, ability to identify and evaluate vital assumptions in the ideology of management, and analyzed and evaluated organization and management theory and appraise the application of management theory in organizational contemporary contexts. It is important to note that lack of proper managerial skills leads to inter-personal conflicts within the organization. According to Malhotra (2011, pp. 28) the only way to deal with uncertainty is by getting information when it is needed, in order to help deal with unforeseen circumstances. On the other hand, Martz (2008, pp. 2) states that ambiguity requires that the involved parties have a one to one communication to ensure that there is a consensus on the meaning of information being relayed. On its part, complexity can only be solved by enlisting the services of industry experts who have the know-how of breaking down the complex features into simple information (Maznevski, 2007, pp.3). The graduate manager should confront the complexity and ambiguity of organization through applying managerial theory and proper communication systems within the organization. Hughes & Beatty (2011, pp. 40) emphasize on the importance of having a good communication climate within the organization. Poor vertical communication from the managers down to the workers leads to complexity. The worker may be unable to understand the information and since there are no proper communication channels, they end up doing something different than what was expected. Bolman & Deal (2011, pp.65) are of the view that the only way for organizations to deal with complicated environments is to simply the process of information transfer. Proper communication ensures that work planning, control, and coordination are effective (Chermack, 2011, pp. 218). The introduction of modern communication channels in helping the firm to fight complexity is one that involves “thinking outside the box” whilst also considering the limitations within the “organizational box”. Here, the management graduate will have to put into consideration the fact that the use of technological devices to communicate will ease communication, while also ensuring that such devices are affordable. The firm is, therefore, set to benefit from the ideas of the scheme as far as the easing of communication is concerned. With the introduction of the handheld transceiver, every employee will be able to communicate with anyone within the firm. In particular, interdepartmental communication will be highly simplified (Miles, 2012 pp. 84). This way, any complexity that may come with improper communication will be reduced since the recipient of the information will be able to seek immediate clarification. The use of mobile phones will also facilitate communication among senior officials within the company, such as managers and supervisors. Mobile phones will be of help, particularly to those employees who sometimes work from without the firm. If a need arises to communicate with others, then the mobile phone will facilitate the process. As such, complexity in external dealings will be addressed. Computers will also enhance communication through the sending of emails, further easing communication. Management contracts will also simplify communication, in that it will be unnecessary keep on repeating the provisions within the contract. The contract will also help in reducing uncertainties about the employee’s future, and ambiguity in the terms of employment. The information contained there-in will also simplify some of the complexities such as the firm’s organizational structure. It is clear that the combination of management theories such as the bureaucratic theory, scientific management theory, administrative theory, and the modern theories with management practice, such as proper communication strategies, is the only way to deal with complexity in organizations. Bibliography Alvesson, M., Bridgman, T., & Willmott, H. 2009. The Oxford Handbook of Critical Management Studies. Oxford: Oxford University Press. Aven, T., & Renn, O. 2010. Risk Management and Governance: Concepts, Guidelines and Applications. New York: Routledge. Bolman, L., Deal, T. 2011. Reframing Organizations: Artistry, Choice and Leadership. California: John Wiley & Sons. Burgoyne, J., & Reynolds, M. 1997. Management Learning: Integrating Perspectives in Theory and Practice. London: Sage. Carr, A. 2000. Critical Theory and the Management of Change in Organizations. 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