Diagnosis Plan for Diamond Express - Essay Example

Diagnosis plan for Diamond Express Dear Ma’am, I would take this opportunity to inform you that the role of an HR manager in the organization so far has been an enjoyable and challenging one. However, during this short stay, some issues and probable diagnosis plan has been identified. Please refer to the information below to view the details. Initial Approach In order to identify the key issues a meeting was arranged to meet the senior managers of all the departments. This was done to gauge the mindset of the employees, their needs and problems. Also I have personally spoken to some of the employees to understand and identify the key areas. Add to that some research about the history of the company has also been done. Based on the meeting the following areas requiring change has been identified. Identifying the Areas requiring change HR functioning is a very much core and specialized area. But the HR functions of the organization is scattered among individuals. This consists of some employees belonging to the administrative position looking after paper works and a management team looking after HR issues. There we need to achieve centralization. During the meeting and the one on one conversation it was identified there is scope to improve the morale of the employees. Some of the employees were a bit unsure about their job description. This is something that needs to be changed. One the major problems faced by the organization has been relatively high attrition rate (Goswami, 2010). Probable Action Plan In order to have a fully functional centralized HE department, we need to hire some HR executives to look after the core areas such as recruitment, payroll processing, performance management, etc. Also these executives act as a touch point to various departments. The employees looking after the admin work can also be a part of the HR department forming HR and admin division. We must make sure that detailed Job descriptions are prepared across the all departments. The HR manager should entrust the responsibility to the executives looking after different departments. The executive should carry out a job interview for specific job holders to prepare a detailed and appropriate job description. Along with job description the employees should be provided the KRA or key result areas, so that the employees can understand the parameters based on which they can be judged. The organization must have a proper performance management system. This will not only help the employees identify strengths and areas of development, but also help the employees to understand how they could contribute towards the success of the organization in future. One the major problems faced by the organization has been attrition. Therefore to diagnose the problem we should ensure that there is a structured salary, increment and recognition system. It should be made clear to the employees that the increments would be performed based on the findings of the performance management system. Also to motivate the employees there would be existence of reward and recognition system. This would include both monetary as well as non monetary rewards. During the meeting with the employees and managers, some key players should be identified. Those employees could be granted Employee Stock Option Plan (ESOP). During the meeting with the employees we found out that there is a need for training, especially for the people who are at constant touch with the customers. For, example customer services reps and sales & marketing professionals. Hence, the corporate team may identify a relevant training partner to impart training. The training could be provided in small pilot batches. Elements of Diagnosis Plan Probable Results Proper JD and KRA Better understanding of roles and responsibilities Proper Internal communication Credibility and Trust Well Designed Performance Management System Helps the employees to identify strengths and weaknesses Salary, increment and recognition system Acts a motivating factor ESOP Retention of key players Training and development Increases effectiveness and efficiency All the above recommendation has been provided keeping the budget the constraint in mind. Besides activities such as hiring of new executives, implementation of training and development may cost a few bucks. But overall in the long run these activities are likely to pay rich dividend in achieving the organizational objective. Factors contributing to the resistance to change By nature human beings are resistant change. As a result, introduction of new procedures or systems may create uncertainty and resistance to the change among the employees of Diamond Express, Inc. The following diagram presents a probable factors leading to the resistance of change. Some of the factors influencing the organizational change could be insecurity, emotional factors, fear of loss of power, economic factors and most importantly lack of effective communication. Overcoming the barriers to change We may use the three step model proposed by Kurt Lewin, a prominent behavioral scientist to overcome the barriers to change (Bhattacharya, 2009). Unfreezing: This is the first step in the change process. During this process the manager should make the members of the organization about the desired changes and the need for the change. This phase helps the employees to clean the old customs and traditions and behaviors and encourages starting with a fresh look. According Kurt Lwein’s force field analysis the two forces operate in an organization the driving force and the restraining force. The changing forces are known as the driving strengths and the strengths against the change are known as restrictive forces. The driving forces look to direct the organization away from the status quo equilibrium and the restraining forces hinder the movement from the present the equilibrium. Therefore the newly appointed HR manager should look to make the driving forces stronger and the opposing restraining forces weaker. Movement: Through the unfreezing process the members of the organization recognize the need and importance for the change. During the movement phase the employee’s prepare for the change. Refreezing: By the process of refreezing, the newly acquired values, beliefs, attitudes and behaviors, etc. get frozen and at this setup the new behavior becomes a normal way of life. At this step, the new pattern of behavior, this is permanent in nature and continually reinforced. With Regards HR Manager ( Diamond Express) References Goswami, R. (2010). Organizational Behavior. India: Matrix Educare. Bhattacharya, D. (2009). Human Resource Planning. India: Excel Books. Read More