Organizational Present Structure and Expected Changes - Case Study Example

of Paper Research Paper on an Organizational Present Structure and expected Changes ABCDEFGHIJKLMNO and Number Essay, 123456789 Instructor’s Name ABCDEFGHIJKLMNO Date Submitted Abstract This research paper is written keeping in mind the context of organization’s overall structure and strategies. The need of change in the present structure of an organization and its policies will be discussed, precisely to highlight the issues pertaining within the organization and to present a plan of change for the future success of an organization. The paper will conduct critical analysis of a particular organization and will utilize and extract the useful information of Kotter’s 8-Step Approach in relation to the organization with a purpose to provide a defined overview of the discussed subject. Introduction In this research paper, the role of a locally based Event Management company will be discussed. “EVENTS” is a multi-talented organization working in numerous fields, thus providing the exceptional event management services to its valuable clients. The company was officially formalized in 1990; two fresh engineering graduates started this company to enhance and promote the importance of event management requirement and services. They started off with a number of 5 employees in 1990 and today the company has over 250 dedicated employees. Every company has both negative and positive aspects, thus no company can excel without over viewing their flaws and appreciating the positive factors helping in supporting the company’s overall structure. The relationship between the company and company’s employees matters a lot in the successful and continuous flow of organizational policies. It is important to point out the inaccuracies and flaws of the organizations’ internal structure and policies to further improve the efficiency of the company and employees, and to create a healthy relationship between the heads and subordinates of an organization. Company Overview “EVENTS” is company which works hard in its field to extract the substantial results out of their applied services. The company’s prime objective is to bring success in the field of event management and to foster the term in utmost possible ways. However, the company believes that successful event planning requires a thorough research which precisely can be achieved through attention to detail. Consistent, clear and concise vision of providing the customers with finest services is what which can carry the company through the ladder of success. Employees’ efficiency and company’s set of rules, procedures and policies depend majorly on the success of the company and guarantees in the exemplary outcomes. “EVENTS” is a company with the right experience and knowledge and has commendable expertise to help any event achieve its objectives and goals. In terms of event management, the company provides an experienced and full-fledged package from minor to major details. From creating a theme, to choosing the location, managing and organizing logistics and negotiating with dealers. The aim of the company and its qualifies team is to provide the client with its desirable end results, this will not only build the relationship of trust but will also acknowledge the future relationships in relation to business. The company is potential in providing a colossal amount of significant services, including: Conferences Workshops and Training Sessions Product Launches Concerts plus Road Shows Festivals Fashion Shows The company’s aim is to deliver the best of services considering the budget and comfort level of the clients. The highly dedicated and qualified team ensures to provide the utmost success to the client’s events by performing beyond the imagination of reality thus producing something unique and astonishing. Diagnosis In this section, the critical diagnosis of the company will be done in order to plan better strategies to sustain and foster the position and results of the company. To analyze and diagnose the pros and cons of the company’s strategies, implementation policies, flow of work, hierarchal flow, management of internal procedures and activities, a SWOT analysis will be considered. The SWOT analysis will help in assessing the strengths and weakness of the company and to identify both the opportunities and threats in relation to company. It will further help us to identify and carve better sustainable functions in the particular field of event management. We will examine and discuss the overall procedure of organizing an event, from scratch till end. The flaws will be discussed along with the procedures. After acquiring the tender, the company decides on writing a professional and proficient proposal to successfully earn the project, as other companies also strive to submit their proposals to a specific tender opening organization. In “EVENTS”, the mistake that the proposal writers usually make is that they avoid the minor requirements of the tender, of what the potential client is asking for. This may occur due to less knowledge of the specific field or because of less training provided by the company to the employee. The management flow of the company is not in line. The CEO gives order to the manager to keep the subordinates working on time yet providing reliable services. The subordinates did not get the right stance of what the company requires. The flow of information is not in place, because of less communication the employees fail to deliver the right amount of work. This kind of attitude circuitously affects the reputation and work of the company, and most of the time company fails to win the tender because of the communication gap. The problem is in the management and internal system of the company. The team members show less interest in each other activities, there are many discussions yet very less implementation rate. Some of the new hired employees are unaware of the demands and strategies of the company, as no training has been given to them in the orientation stages. Thus, this act can lead to further future problems. The cash and flow system is not systematic. Employees work 9 hours a day to receive the payment and appreciation of their work done. However, the pay is granted to them almost every 10th of the month, which is really late. This act effects the efficiency of the employees, their motivation level gets low and they do not work as passionately as before. Fig 1, current flow of management STRENGTHS WEAKNESSES Dedicated Team Recognizable position in the market Range of potential clients Contacts with reliable dealers and suppliers Communication gap among the team members Lack of decision making Less research and knowledge about some specific fields No employee training sessions OPPORTUNITIES THREATS Make use of the new available terms Invest on employee trainings Arrange mode of communication for internal management Emphasize on the flow of management Consider niche business parts Competitors in the market Refusal of proposals because of irrelevant and impromptu knowledge of the subject Unprofessional attitude may affect the reputation of the company Plan to Transform the Organization It is important to reshape the management flow and strategies of the company in order to achieve a right flow of results. Improper offerings may often lead to the recession of the company. It is significantly necessary to keep track of every task and job being done in the company. This considerable act will help the company to prosper in best possible ways. The budget, cost and flow of cash is also affected by the unprofessional strategies. The connection between the prices and costs in any given business will eventually determine a set of priorities of the company. The company can first plan the training sessions for its new employees, this will help them in understanding the needs and demands of the company and this they will produce more authentic and reliable results. The hierarchal flow of management is necessary, to rightly perform and extract the best of each employee. The company can assign the duties to each team member according to its post and define them briefly so that no confusion can occur during the course of duties. The managing director of the company should assess the performance of each team member by asking them to submit a weekly report of the tasks they have done in a week. This activity will help in creating a much clear platform for the managing director to assess the performance of each individual and further assign them duties according to their working capability and capacity. A written brief should be given to each individual before assigning a task, so that the individual can perform better and provide positive results. This will also keep track of each activity and will help the organization to pin point the flaws and fostering points. Fig 2, Hierarchal Flow of Management Kotters 8-Step Approach Dr. John Kottler has done major work in the field of leadership and change. His 30 years of research in the leadership demonstrated and highlighted some major aspects of issues being caused in the organizations. Kattler have proven that almost 70% of all efforts of organizations fail because they do not consider the holistic approach for a positive change. We will discuss the 8-step approach of Kottler in order to fully understand the concept of change. This approach will help in establishing a suitable procedure for change and implementation of task in the company will be done accordingly. Thus, help the managers to handle the transformational changes within the environment of the workplace. Brief on 8-Step Approach 1. Establish a Sense of Urgency It is important for the whole company to work as a team. To bring a positive change the opinions and decisions of the company should match. It is essential to develop a serious sense of urgency around the need of immediate change. Appreciate the suggestions of each apply regarding change as this initial step will also help in boosting the motivation of the employees. What an organization can do: Imagine and consider of expected threats, make plans for it. Allow each individual to contribute in the making of the plan, and show what can be done in the future plans or projects. Examine and identify the available opportunities which can be used. Plan daily or weekly meeting, start off with the honest discussions and eventually convince the employees to think and present their thoughts and ideas. 2. Form a Guiding Team It is important to build a team of people, who are influential and capable enough to guide the other employees in forming and fostering a big change within the organization and focus much on start to work well together. Do the following: Recognize and identify the true and potential leaders of your company as well as your partners and stakeholders. Demand for an emotional agreement and commitment from these reliable people. Entrust and work on team building activities within the formed group of people. Make sure to make a group of mix people, of different positive traits and attributes. Work on the weak areas of each group member 3. Build a Vision for Change When you consider about change there is a possibility that different ideas will come to your mind. To keep yourself’ on track it is essential to jot down and link those ideas and concepts together. As a leader, you must first clear your mind about the vision you are seeking and then explain it to other employees of the organization. Identify the values which are essential for change Develop a concept note on where you see your company in future Make a clear strategy to successfully execute that vision 4. Share your Vision After organizing and clear the vision in your mind, share it with your employees. Briefly explain them about what you see and what you want from them. Simply communicate about your vision Openly address the concerns and anxieties of people, without confronting anyone Clearly apply your vision on all the aspects of your change plan 5. Demolish Obstacles At this stage of the model, people feel more motivated and action-oriented. They have a clear vision of what they need to change and what they want to achieve for a better performance. Consider the following: Identify and allow leaders to perform duties on plan of change Remove any kind of barriers in your progress Recognize, appreciate and reward the people for making the change happen Take quick actions to remove obstacles, humans or else 6. Establish Short-Term Wins Nothing motivates a person more than a feeling of success. Reward your company and its team with a sense of victory in the initial stages of change process. With big one final goal, establish a series of short-terms goals within the change process. This activity will sustain the motivation of the employees. 7. Construct on Change Kottler argues that many of the change plans fail because the declaration of success is announced too early. He believes that real change runs deep in the roots. It is better to stand on the final fruitful result rather than on the quick wins of the overall plan. Do this: After every step, analyze the rights and wrongs, and consider on what needs improvement Set goals to work on the continuous momentum or flow of the change process Focus on continuous improvement 8. Incorporate Changes into Culture The final and foremost step emphasizes on the incorporation of the successful change in an organization for future projects and implementations too. It should become the core part of the company’s structure. Consider the following: Share success stories with the existing and new employees Talk about progress and success every time you get the chance Consider the change values and ideas when hiring new employees Conclusion The central problem is not only with the system, structure, policies or strategies of the company but also because of the behavior of the people within the organization. The overall behavior and response of leaders and employees with each other demonstrates a lot. It is important that each individual should work hard and with full honestly and loyalty for the company that no outer or inner source can harm or demolish their position or work. Organizations should work on the training programs of the employees in order to extract the best qualities of each individual and to gain reputation and respect for the company in the market. References Business management. (1961). Greenwich, Conn: Management Magazines Connor, P. E., & Lake, L. K. (1988). Managing organizational change. New York: Praeger. Jenster, P. V., & Hussey, D. E. (2001). Company analysis: Determining strategic capability. Chichester: Wiley. Kotter, J. P. (1996). Leading change. Boston, Mass: Harvard Business School Press. Raj, R., & Musgrave, J. (2009). Event management and sustainability. Wallingford, UK: CABI. Read More