Key Problems Faced by Training2Work - Case Study Example

Executive Summary Training2Work is a company which provides training to employees and also provides jobs to the people who go through the courses. The company recently faced a problem within the organization which has resulted due to the present organizational structure. The company despite using the Internet sales Manager tool has not been able to increase sales. The paper thereby presents the different problems faced by Training2Work. It has been identified that the major problem faced by Training2Work has arisen due to the present organizational structure followed by the company. The paper present the changes that Training2Work needs to encounter by changing the organizational structure so that the problems faced by the organization is looked after. This will help Training2Work to improve efficiency and ensure that the sales increases. Table of Contents Introduction 3 Purpose of the report 3 Key Problems faced by Training2Work 3 Present Working Structure at Training2Work 5 Proposed Future Working Structure at Training2Work 9 Recommendations 12 Conclusion 13 References 14 Introduction Training2Work is a company which provides specialized training to people from various industries. The aim of the company is devise short term courses which help the users to hone their skills and take up responsible position in the different companies. Training2Work also looks towards providing jobs. The company recently has purchased an online tool, Internet Sales Manager but the CEO is uncertain about the benefits reaped by using this tool. He is concerned about the working in the company and requires strategies to improve their working environment so that Internet Sales Manager helps to improve sales and the company is able to grow. Purpose of the report Identify the key problems faced by Training2Work Identify the problems encountered by Training2Work in the present organizational structure Identify ways to solve the problem faced by Training2Work by bringing a change in organizational structure and others. Key Problems faced by Training2Work Training2Work faces various problems which have become an hindrance to their work and even employing new technology like the Intenet Sales Manager is not reaping the benefits it should. The problems faced by Training2Work are as follows Firstly, a major problem faced by Training2Work is in the organizational structure. The company has created their organizational structure in such a way that the different departments look towards the well being of their own departmnt and are not concerned about the company on the whole. Each department has a hierarchy system and looks towards blaming the other department instead of working in tandem to solve the problem they are facing. Secondly, Training2Work faces the problem associated with the work culture. The company has adopted a stance where employees perform in their respective department and there is no rotation of job. This hampers the motivational level of employees as it reduces the chances of being promoted to higher level in different departments thereby putting a rstriction on their path to grow. Thirdly, Training2Work has a long heirarchy which delays the process of passing information. This has resulted in the information being passed on prom the training department who creates the program to the sales department. Similar is the case with other departments. Having a long hierarchy has also resulted in the approval for a course, its content, price, time of commencement and other things to be delayed. Thia has resulted in chaos as there is ambiguity in information making the employees unclear about the future prospects of a course. Fourthly, Training2Work has a lack of proper planning and time management process in the organization. This has resulted in the courses to be either uploaded in half or some vital information missing. Also, the fact that the different departments don’t follow a time frame has resulted in improper communication and lack of clarity in thought. This is creating a bad image as customers who use their website don’t find the information they are looking for. Fifthly, the long process followed by Training2Work to update the courses by Training division due to their busy schedule is resulting in the entire process go wrong. This is resulting in delays and incomplete information being passed on. Sixthly, the lack of coordination among the different departments is resulting is department blame each other for the decrease in students and the problems faced by Training2Work. Thus, Training2Work faces a lot of problems which needs to be looked at but a major problem arises due to the present organizational structure followed by the company which has resulted in a creating a long hierarchy and lack of coordination among the different departments. Present Working Structure at Training2Work Training2Work follows the following structure in their work environment Organizational Structure Organisational structure forms a vital part for any organisation. Organisational structure is “how the team members and individual work” (Organisational Structure, 2010) and having a structure results in a coordinated efforts as it defines “the relationship of reporting, shows the communication channel and identifies how people are linked”. (Organisational Structure, 2010) Any change in the structure results in a change the task is performed. The present organizational structure of Training2Work is making the department look for there own department and ignores the organization on a whole. Further, the different layers of hierarchy is delaying the time taken to arrive at a decision and is hampering the process of communication. This is making the new tools become ineffective as the organization is not able to reap maximum benefits from it. A study on organizational structure states that business units need to “determine the best structure according to the environment condition and choose one after conducting a simulation on various scenarios” (Dignum, Dignum &Sonenberg, 2006). Training2Work has not identified the organizational structure which will help them which is resulting in the organization not functioning to their fullest extent. Lack of Cordination among the organizational structure department Coordination is an important activity for business organization as it helps to ensure that the different departments work towards a common goal. This helps the organization to ensure that their efforts are directed in the right direction. A study in this direction shows that proper helps to enhance performance. (Visser, 2000) Organisations need to watch for this and ensure that it is accounted for. This will help business to ensure that all the little details are looked after the efforts are not wasted. This is something missing in Training2Work as the different department are looking towards the well being of their own department. There is zero coordination as the different departments are blaming each other for the lack of growth in students’ number. In addition to it the different departments are looking towards safeguarding their own interest and not considering the whole organization. This is making Training2Work as there is no intensity from the different department towards a common goal. Lack of proper communication techniques due to organizational structure Communication holds prime importance in business and daily matters as it helps to understand what the other person has to do. It is important that the communication process is complete and clear as it will decides the manner in which the listener will act on it. It is important that people listen to the message which is communicated as it has a bearing on the outcome. A study shows that proper communication helps to understand what the other person wants and respond accordingly (Emmert, 1994). This will help to build “trust, respect, reduces tension and creates a conducive environment”. (Nicholas, 2003) This helps him to understand the message clearly and enables him to interpret the message clearly. It will also make both of them understand what is expected of them and the areas they need to work on individually. This is lacking in Training2Work as there is discrepancy in the information being passed from one department to the other. There is delay in the process of pasing information which is due to the different level of hierarchy present in the organization and the pattern of working demonstrated by the different departments. Since, the departments in the organizational structure are concerned abouh their own problems so the organizational structure is acting as a hindrance in the communication process. Lack of motivation among employees due to organizational structure Motivation and success go together. One leads to the other and vice versa. “Motivated people are more contend. They have focus. They have higher satisfaction. Employees feel a part of the company”. (Ross & Eeden, 2008) As people are scarce it is important to manage them. This is more for learned people. Procedures need to be in order to guide and motivate them. A research shows that when an employee is motivated the communication process passes without any barrier and information flows freely through the organisation as the employees feels a part of the organisation and share the same common goal. (Alexander, Page & Wentling, 2003) This shows that satisfaction is high. It leads to good concentration. It is also seen that a relationship exists between motivation, job satisfaction and organisational culture. Here a survey was carried among the employees and more than 50% showed that there was some relation between the two and this was due to leadership and emotional intelligence that was present in the team. (Ross & Eeden, 2008) This is someting which Training2Work lacks. The organizational culture has been developed in such a manner that employees cannot move from one department to other thereby restricting their path to grow. The employees are also not rotated on the job which is resulting in the efforts to be monotonous. This has been done due to the organizational structure which Training2Work has developed. This has demotivated the workforce as the employees have to deal with the same job due to the organizational structure developed by the organization. Proposed Future Working Structure at Training2Work Training2Work needs to bring about a change in the organizational structure to ensure efficiency in the working conditions. Bringing a change in the organizational structure will help Training2Work to ensure that the other problems encountered by Training2Work are looked after. Some of the changes that Training2Work can encounter by changes in organizational structure which will help to solve their problems are as follows Create a new organizational structure Training2Work needs to create a new organizational structure so that the hierarch level reduces and there is more coordination between the departments. Training2Work needs to look towards integrating the different factors while determining the organiztional structure that will reap maximum benefits. Organisation changing there structure should also see the importance of changing their productivity. It is important that “a change in structure is accompanied by a change in the production process” (Hunter, 2002) as structural changes: changes the strategy so it is important to account it. Organisations that have been able to bring this change have been doing well. This has ensured that organisations get the best out. Training2Work will thus be able to define the role of all members. Even the hierarchy framework will be defined as to who will be accountable to whom. It will define the role for each that can help Training2Work to look at alternatives within the organisation to fill areas of responsibility. This can also be attributed by the fact that Training2Work has all the deparments required in a company and are functioning together to ensure growth. Improved Cordination with change in organizational structure A change in the organizational structure will help to improve coordination among the employees of Training2Work. The different departments will be able to work together for a common goal which will ensure that the problems faced due to lack of coordination is looked after. A change in the organizational structure will improve coordination through better group thinking. Group thinking provides a lot of advantage. Since it involves brainstorming it thereby helps to “come up with various new ideas and the best one can be chosen based on the requirements of the company”. (Tim, 2005) This also improves flexibility as group thinking involves better coordination among the employees. It makes employees realize the “importance of working in a team and this ensures that employees are motivated and feel a part of the organisation”. (Tim, 2005) This thereby develops the decision making process and helps to find employees who can take responsible position in the future and thereby helps in planning for the future. Training2Work thus will be able to coordinate the efforts of the different department and improve their manner of working to ensur that the fforts are directed towards a common purpose and goal of the organization thereby improving efficiency. Improved communication due to organizational structure Chaning the organizational structure of Training2Work will help to improve the communication process. Since, a change in the organizational structure will make it possible for the different department to work together this will make it easy for them to pass the correct information. This entire process will help to enhance the way in which communication takes place and makes understanding easy. Working together will ensure that “the message is understood clearly enabling to interpret the message clearly”. (Imahori & Lanigan, 2002) This will thereby ensure that the different departments understand the areas they need to work on thereby helping to address the problem in hand. Thus, it will ensure that the objective is achieved it is imperative that communication is clear. This will help to create understand ability. It will act as a watch and see that the concerned person works in the direction that will help to achieve the results. This will thereby benefit Training2Work. Recommendations Training2Work thus need to make the following changes to improve efficiency in operations Training2Work needs to change the organizationa structure and become more flexible so that it is able to take quicker decisions and reduce the delay in the planning process. Training2Work needs to improve the communication process so that the information is passed at the correct time in a right way. This will help to improve efficiency. Training2Work needs to improve coordination by bringing a change in the organizational structure so that the entire efforts of the department pay rich rewards. Training2Work needs to improve the motivation level of the different department by bring a change in employees perception and allowing rotation on job by bringing a change in the organizational structure. Conclusion Training2Work thus by bringing a change in the organizationa structure can ensure that the problems faced by the organization are looked after. Training2Work should look into the different problems faced by them at present and then by making the changes in the organizational structure Training2Work needs to look at it. Training2Work needs to enure that the change in organizational structure is such that it helps to bring about a change in the working environment thereby helping them to increase sales and efficiency. References Alexander, A., Page, V. & Wentling, T. 2003. Motivation & barriers to participation in virtual knowledge sharing. Volume 7, Issue 1, pp. 47-53 Dignum, F., Dignum, V. & Sonenberg, L. 2006. Exploring congruence between Organisational Structure and Task Performance. Springer Link, Volume 3913, Issue 25, pp. 102-137 Emmert. 1994. A definition of listening. The Listening Post, Volume 51, Issue 6, pp. 137-149 Hunter, J. 2002. Improving organisational performance through organisational structure. Journal on Leadership in Health Services, Volume 15, Issue 3, Page 12-21 Imahori, T. & Lanigan, M. 2002. Relational model of intercultural communication competence. International Journal of Intercultural Relations, Volume 13, Issue 3, page 269-286 Nicholas, R. 2003. Factors in listening comprehensions. Speech Monograms, Volume 15, Issue 3, page 435-441 Organisation Structure. 2010. Organisation Structure. Retrieved on March 25, 2011 from http://dept.lamar.edu/industrial/underdown/org_mana/org_structure_george.htm Ross, W. & Eeden, R. 2008. Relationship between motivation, job satisfaction and corporate culture. Journal of Industrial Psychology, Volume 34, Number 1, pp. 7-13 Visser, B. 2000. Organisational communication structure and performance. Journal of Economic Behaviour and Organisation, Volume 42, Issue 2, Page 231-252 Read More