Organizational Change in the Human Recourses Management - Coursework Example

Organizational Behavior & HRM Name Institution Date Organizational Behavior & HRM 1 Name 1 Institution 1 Date 1 Executive Summary 4 Introduction 5 Analysis of the Problems 6 Leadership problems, theories and solutions 6 Management Style problems, theories and solutions 7 Communication problems, theories and solutions 8 Training problems, theories and solutions 9 Organizational culture problems, theories and solutions 10 Change Management Problems, theories and solutions 11 Teamwork Problems, theories and solutions 12 How the Situation Might Be Rectified 13 Recommendations and Conclusion 14 Conclusion 14 References 15 Executive Summary Organizational change determines the direction that the company takes. DSS had to undergo organizational change due to changes in the market environment. Two members of the company were promoted to spearhead the process in their areas of specialization. Meg was promoted to be the manager while Chris was appointed a team leader. Both leaders were very ambitious and were interested in ensuring that the company regains its glory and rightful position in the sector. However in the course of operations, the two had disagreement due to various reasons. The main cause of the disagreement was mainly regarding the human resource strategies that each of them used. The issues that led to the problem included; change management, training, teamwork, organizational culture, management style, leadership and communication. The problem led to complains by Chris the team leader who also alleged that there was favorism on the part of the manager. The report discusses the results of the investigations and recommends on the possible solutions. The report also concludes that the changes which had been recommended by Meg are cancelled and instead more time be allocated to Chris to give a detailed report about their findings. The project that was being initiated by Chris should also be tested as had earlier been planned since it may lead to positive results. Consultations between the two should be the order of the day and the communication process should be enhanced. The two leaders should also undergo training courses on an occasional basis to create a bond between them and equip them with the appropriate knowledge. This will ensure that the manager has al the details of the project on a daily basis and make recommendations at the earliest time possible. This will also prevent the occurrence of such incidence in future. Introduction Organizational change is a situation that cannot be avoided by any organization. This is mainly because changes are meant to occur at a particular point in the lifecycle of an organization (Charan, 2011). The changes may be due to internal factors or external factors. The external factors are difficult to control and it requires swift measures to avoid the occurrence of the negative impacts. Good leadership skills are required to deal with the changes effectively. Poor leadership will easily lead to the collapse of an organization. A leader is thus the determinant of how the changes will be dealt with. Team work is important at such an instance. This is mainly for the purpose of ensuring that the employees and the management work together to achieve a common goal. This requires a lot of consultations among the managers and the other stakeholders or the clients. The report discusses the negative impact of organizational change that led to misunderstandings between a manager and a team leader. The misunderstandings saw the manager opting to remove some responsibilities from the team leader. The report also analyses what went wrong and how the problem can be avoided in future. Analysis of the Problems Leadership problems, theories and solutions The main problem in the leadership revolves around power, authority and lack of consultations. Meg is more of a manager than a leader. Most of her efforts are directed towards attaining the goals and objectives of the organization through the efforts of other people. She does not find it necessary to willingly cooperate with the others but instead she needs to be consulted. Meg also portrays the characteristics of an authoritative leader although she is also focused. She is keen in enforcing the policies of the organization and also ensures that her decisions are final. It is for this reason that she rejects the proposals made by Chris and wants to remove some of her responsibilities. The fact that she did not give many reasons for making that kind of decision clearly shows that she is authoritative although she has good intentions. Since Chris had not been consulting her like the other team leaders was a reason for contributing to the problem. She wanted to prove to Chris that she was the boss. This is also considered as a contributing factor to the problem. A good leader will always ensure that the followers take the right path. The negotiation skills of a leader should also be high. These are characteristics that are not portrayed by Meg and could be among the contributing factors to the problem. However, despite being authoritative she is also concerned about the welfare of the organization and wants only the best. Chris is a good leader considering that she was able to win the hearts of all her team members. Most of the team members expressed support for her and had a lot of trust in her. She is flexible in her leadership styles and is thus able to make decisions depending with the situation. Chris is also a democratic leader considering that she gives the team members the opportunities to decide what needs to be done or who best they think a problem can be solved. She is also quite innovative which a characteristic of a good leader is. However she does not like the opinion of other teams to interfere with her team and as such she ignores some facts. This ignorance can also be attributed to the problem with Meg. She is thus poor in terms of consulting with other leaders. Leadership is mainly about using the position of influence to win the hearts and minds of the followers (Rotundo, 2006). A leader also plays an important role in shaping and sharing the vision of the company for the purpose of giving direction to others. A manager on the other hand is guided by the objectives of the organization and their main aim is to attain the goals of the organization. A manager relies on control while a leader inspires trust. An authoritarian tells the people what to do while a democratic leader participates actively in the process. (Bono, 2002). The ability to be innovative is also an important characteristic of a leader according to the leadership theories. A good leader should also be able to consult other leaders and the followers before making any decision (Kets, 2003). To solve the leadership problem that exists in the organization, it is important for both leaders to ensure that they work together. Both of them should be in a position to consult one another and make decisions only after consultations. Management Style problems, theories and solutions The man problem in the management style revolves around agenda and success in the operations and tasks allocated. Chris, the team leader, has good management skills according to how she handles her team members. She was able to manage the team even when it was facing a lot of challenges. She is quite supportive of her team members and is quick to notice any problem facing her team. She is also very determined and ambitious. It is for this reason tat she was able to develop a new product under a lot of difficulties and pressure. Although she lacked support in some areas, she was still able to move forward. However, Chris is a little bit more independent and does not consult more with her manager. This is considering that the other team leaders were consulting widely with Meg the manager. This was also a contributing factor to the problem and the failure of Chris to fully determine what services the clients would require from DSS. Due to lack of consultations with the other team leaders, the product she was developing was not considered useful. Meg the manager on her part has a different management style from that of Chris. She is agenda driven and also determined. Meg has a lot of concern for the organization’s success and is prepared to make any decision that will ensure the organization is successful. She likes to be consulted more from time to tome. This is a management style that shows she likes the feeling of being at the top. It is for this reason that misunderstandings erupted between her and Chris. Although she likes being consulted, there is an element of favorism in her. This is considering that the other team leaders who always consulted her did not end up with the same problem. She did not give much support to Chris during the times her team was facing difficulties. The team members also expressed the same concerning Meg and complained about her changed behaviors. According to the management style portrayed by Meg, this could be a contributing factor to the problem. This is according to the theories of management. A manager should always have the right agenda and support good policies for the organization to succeed. This type of management style may have weaknesses according to management theories (Sapru, 2008). The weakness may be due to the emphasis that the leader may put in one area and ignore other areas. The main solution to this problem is that both leaders require to be focused on their projects as opposed to personal achievements. The main solution also lies on the policies that are good for the organization which should be adopted by both leaders. Communication problems, theories and solutions The communication between Chris and her team was excellent. It is for this reason that the team was able to work together effectively against all odds. The communication skills portrayed in the team is generally good. Most of the team members expressed that their team was the best and were comfortable working with each other. However the communication between Chris and Meg was not good enough. The communication was a big issue among the two during the project. It is also evident that the communication between the other team leaders and Chris was quite poor. It is for this reason that Chris developed a product that was not required in the other regions. The communication style and skills portrayed by Meg is also poor. She does not communicate effectively with Chris. The fact that the she does not update the Chris on the reliability of the product she was developing. If she had a good communication style, then there would be no misunderstanding. As a Manager she would have advised Chris to change her tactics or develop an alternative product. During the meeting on Friday and Monday, it is clear that Meg was not wiling to make any negotiations. She mainly wanted to enforce e her decisions. It is thus evident that the communication process played an important role in the conflict between Meg and Chris. It is also clear that Meg was not wiling to give negotiation a chance. This is also a reason as to why Chris thought that Meg had an element of favorism which affected her judgment Communication is the most important tool in any organization (Crag, 1999). Communication is said to be of benefit to the receiver in most cases. However its presentation is what will determine its degree of success. The upward communication provides the managers the opportunity to understand their juniors. When the upward communication is enhanced, then it becomes easy for the managers to understand what is going on within the organization. The downward communication also ensures that the employees understand the management strategies ands policies. Proper communication also ensures that the managers are able to influence the employees to perform certain tasks without causing any conflict. It is also important to note that better managers are more open in giving and seeking feedback regarding any situation. Communication gives room for solving conflicts through proper negotiation (Miller, 2005). Negotiations are important aspects of communication. Conflicts can easily be solved through proper negotiation. Proper communication also provides a basis for good judgment in any situation. Training problems, theories and solutions At DSS the knowledge gap was mainly filed by conducting independent research. The teams were not adequately trained to handle changes or adapt the new systems of operations. This is also a contributing factor to the problem. Adequate training will always equip the managers with the skills of making better judgment at any given situation. Both Meg and Chris should have tended to training session together with their team members. The training would have ensured that Chris with better knowledge of making judgments and decisions. Meg on the other hand would have greatly benefited from the training on how to deal with the people. The training on ethics and professionalism would best for Meg. This is considering that her position requires a lot of integrity and transparency for the purpose of avoiding conflicts. Training provides knowledge and skills that equip the employees and the managers with how to deal with challenges (Kleiman, 2010). Most of the trainings conducted are for the purpose of filing the knowledge gap. Usually brings a group of managers or employees together during the training. It also plays an important role in bonding the group members apart from equipping them with the necessary techniques. The techniques used during the training also determine the outcome of the training. Group discussions promote closer working relations among the employees and the managers. Small group’s activities are very useful during the training process. Training also enhances the cultural development by enhancing the current skills levels. The use of modern technology during the training reduces the cost and promotes innovations after the training. This is considering that changes always occur due to the advancement in technology or changes in the marketing methods Organizational culture problems, theories and solutions DSS also has an organizational culture that the employees and the managers have to adapt. The main characteristic of the organizational culture at DSS is to promote the company’s profile as well as ensuring that the customers are satisfied. It is evident that the company is prepared to do anything for the purpose of satisfying the clients as well as ensuring that the employees are innovative. Due to the quest to satisfy the clients, Meg only has one aim which is to meet the needs of the schools in the larger districts. This is an issue that is set to ensure that the company proceeds to the next level. On the other hand, Chris is adapting more to the issues concerning innovations which are also part of organizational culture at DSS. This brings about a contradiction between the two with each trying to justify their actions. None of them is wrong but they simply do not agree with each other. However since Meg is the manager, she has the powers to rule out any idea made by Chris. This is thus the main reason for the conflict which has made Chris develop a feeling of discrimination and favorism concerning Meg. The organizational culture therefore contributes partly to the problems facing the company and the two leaders. A new organizational culture should be adapted so as to ensure that the operations are specific enough. The organizational culture mainly refers to the habits and behaviors that are practiced within a certain organization (Cohen, 2002).The organizational culture is mainly composed on the values, beliefs and attitudes towards certain aspects in the organization. The beliefs mainly include what is done and how it is perceived. The values and attitudes on the other hand are the main source of motivation and satisfaction. The organizational culture is mainly for the purpose of adapting to external factors and integrating the internal ones. The organizational culture determines the operations that the management and the employees embrace. The organizational culture also determines the decisions and actions that the employees may take whenever they are faced by a certain situation. The organization culture is also dependant on the community that the organization works with. The main focus of organizational culture is customer care and employee satisfaction. Change Management Problems, theories and solutions DSS experienced both internal and external changes. The external changes being their client base had changed and thus new strategies were required for the purpose of attracting the clients. The internal change includes the leadership position which saw both Chris and Meg being promoted. The strategies that were put in place to combat change were mainly to determine what the customers required from the company. This would have formed the basis of developing the new products as well as avoiding the risks of being left behind. Since most of the schools were developing their own mechanisms, the company had to act fast. Chris was keen on developing a new product that will win the hearts of the customers again and thus increase the revenue of the organization. Meg on the other hand was keen on knowing the customer requirements and hence putting up measures that will serve them better. Both of them were happy with the internal changes which saw them being promoted. It is thus evident that each of them wanted to ensure that the company was successful. However the changes were a source of conflict between the two due to their different approaches and strategies. Meg did not want to give Chris a chance to prove that her products can attract the clients. The change management strategies were therefore a contributing factor to the problem. Change is a process that any organization has to go through at a particular point. No organization will ever be static in nature (Craig, 2009). This is considering that the market environment usually undergoes continuous change due to the change in the global economy. The SWOT or PESTLE analysis can be used to determine when the company has to embrace change. This change thus affects all the companies in one way or the other. The success of the company will mainly depend on how the changes are handled. It is also important to note that an organization must develop visions and missions that are to be achieved. This plays an important role in providing the direction which the organization will take regardless of the circumstance. According to the theories of organizational change, it is important for the managers to play an active role when dealing with the changes (Armstrong, 2009). The problems associated with change should thus be guided by the environmental. The policies concerning change should be guided by aims and objectives of the company. Thorough analysis should also be done before embracing change and hence coming up with a proper solution. Teamwork Problems, theories and solutions At DSS teamwork plays an important role and it is evident that it is the core of the organization. The organization has mechanisms that ensure the teams are able to achieve their main goals and objectives. Chris was able to put up a strong team that she was sure it could be relied upon. During the composition of the team, Meg also played an important role since she allowed Chris to select the members of her own choice and even supported the idea of relocation. The team worked together well and did not experience much conflict. All the team members were familiar with each other and thus found it very easy to work together. It is also evident to note that the members were pleased the decision made by Chris to appoint them. However, despite the good working relationship among the team members, it is evident that Meg was not comfortable with the composition of the team. This is because she finally suggested that the team would have to be changed starting with Chris being delegated other duties. This was also the source of conflict between the two leaders of the company. Although Chris was comfortable with the composition of her team, Meg was definitely not comfortable. It is important to create teams that are diverse for the purpose of ensuring that the members brings new ideas and also ensure that the diversity becomes the strength. How the Situation Might Be Rectified It is thus evident that Chris and Meg cannot get along easily again. This is mainly due to the differences that exist among them. It is therefore important to put in place measures that would rectify the situation. Transferring Chris to the other department is definitely not an option as it will not solve the issue. Changing the composition of the team members is also not an option as they are working comfortably with each other. Chris is also very ambitious considering her past achievements and the new products she had developed could have changed the fortunes of the company if only she was given the opportunity to test it. The concerns by Meg are also genuine as it may lead to losses for the organization incase the project fails. The results of failure of the project could also drive the organization out of business. However the differences could be resolved and the two can still work together if the measures put in place are adapted. The removal of responsibilities by Meg should be nullified as the reasons she had do not qualify for such a decision to be made. Instead Chris should be given more time to address the issues that had been raised by Meg. This is considering that she was not given the opportunity to address the questions. Since Chris is quite determinant and ambitious, she has the capabilities of delivering the required results. However she has to ensure that she takes into account the suggestions and ideas that the other teams have. Communication should be enhanced between Chris and the Meg. This will reduce the chances of misunderstandings that contributed to the problem. Meg should also be advised to change her leadership skills and styles to avoid the chances of making such decisions in future. Consultations and communication should also be enhanced and Chris should make sure that Meg understands exactly what is going on. Each step and motive should be well known to Meg. The two should also attend training workshops together to enhance the bonding between them and ensure that their differences are completely buried. With these measures in place then the working relation will definitely improve and the project will be successful. Recommendations and Conclusion For the purpose of avoiding the occurrence of the same problem in future, it is recommended that some measures be put in place. This includes streamlining the communication process between the team leaders and the managers. Meetings should be held regularly between the team leaders and the managers for the purpose of ensuring that all the team leaders work towards achieving the same goals and objectives. The team, leaders should also write daily reports for the purpose of updating the manager of the progress that the teams are making. This ensures that the project will not be cancelled in the last minute sine the team leader will have all the details of the project in advance and make recommendations as soon as a problem is spotted. Training and development of the managers and the team leaders should be conducted frequently for the purpose of equipping them with more skills as well as creating a good bond among them. The training should involve issues regarding ethics, professionalism and team building. Mechanisms for conflict resolution should also be put in place so as to address the issues that may occur in the course of operations. Before the manager makes any decision, they should consult widely to avoid any negative impacts from their decisions. Conclusion In conclusion, it is worth noting that the problems that have been experienced in the southwest region are quite serious and have the potential of damaging the image of the organization. If the differences between Chris and Meg are not sorted out in time, then it may cripple the operations of the region. It is also evident that communication is the major cause of the problem. The two leaders did not consult widely and the communication process was very poor. The element of favors that was being alleged by Chris also has some basis. This is considering that Chris was not in constant consultations with Meg like the other team leaders. The negative comments from the team members could also be a contributing factor to the situation. It is thus evident that a big problem exists in the region. Appropriate actions that have been recommended should also be adopted immediately to avoid further problems. The earlier decision by Meg should not be implemented as it is questionable and will not solve the issues affecting the region. 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