Impacts of Relationship between Culture and Structure, Karens Management Approach - Case Study Example

Name University Course Date of submission ORGANIZATION AND BEHAVIOUR 1.1 Structure before and after the pilot programme at maid head plant The structure was to a great extent more decentralised in the main-head plant before the test. As a decentralized organizational structure it relies the vice president in the main head to whom the mangers would report. The decisions of the business to make decisions and provide direction for the company1. Now there is a new manager who is Chris and after the pilot test, there is a new operation and new methods at Maidenhead. Chris is trying to manage a new set of relationships. Before this, the managers at Maidenhead gave reports to their functional superiors. Now they have to report to Chris who is a complete stranger to them. The structure is now based more on one manager who is Chris2. 1.2 Impacts of relationship between culture and structure Culture in general refers to the patterns forming human activities and the symbolic structures giving the activity its significance. Organizational culture refers to the system of assumptions, norms, attitudes and values that are manifested through the symbols that members of a given organization have developed and adopted through mutual experience. These organizational culture helps them to determine the meaning of the world that is around them and then determine how to behave in it. The importance of organizational culture is evident by the application of a set of values and assumptions. It creates a reference frame for the interpretations, actions and perceptions of the members of the business or organization. In this way, culture influences the processes that take place in the business and its performance. Through the employees’ and managers’ mental maps culture influences the style of leadership that is dominant3. The culture also influences knowledge management and learning, the reward system for the employees, the commitments and other connection aspects of the business and individuals. With the culture of the business values, assumptions and the norms, the business culture influences top management’s reference frame and this shapes the business structure. Nevertheless, structure is relatively stable, either Spontaneous or planned patterns of interactions and actions that members of the organization undertake for the purpose of achieving the goals of the business4. The relationship between the culture and structure strongly influences the performance of the business as the culture generates impacts on the structure both through the implementation and its design. The business culture shapes the structure of the business by the formation of schemes that are interpretative of the top management. The culture of the business creates a reference frame in which the reasoning and considerations of the management circulate in a process of making decisions that concern the structure model of the business. The structure of the business is a sort of tool that lies in the hands of the management who use it in a move to attain and accomplish the objectives of the business. Therefore, the relationship between culture and structure critically influences the performance of the business as culture influences the business structure which is the tool used by the management to seek the accomplishment of the gaols set by the business. Also, the cultural context significantly facilitates the implementation of the selected structure in the phase of implementation. The business culture legitimizes the behaviour and decisions imposed on management and employees by the structure of the business within the context of valid norms of behaviour and values. 1.3 Factors that influence Individual behaviour at work Knowledge influence the behaviour of a given person at the work place. It is the easiest factor for leaders to influence. Knowledge only requires communication with employees and the provision of the training that is deemed necessary. To a great extent, employees in most cases do not resist the changes that are on the knowledge level. Values also influence the individual behaviour in any business5. There exists two major values namely spiritual and material. The world is highly materialistic, and the desires and wants of, and individual have no bounds6. The escalation of the desires of people over the last decade has made it challenging to create an environment for cooperation and an atmosphere that is hassle free in organizations. The chase of material values by individuals is on and puts much of pressure on individuals globally. Skills also influence the behaviour of an individual. Skills require employees to engage in making changes in behavioural patterns that are instinctive. The norms and beliefs of an organization influence the behaviour of individuals reasonably. These beliefs tend to influence attitude and the patterns of behaviour.7 The environment also influences the behaviour of an individual at work. The organization directly influences the environment. The behaviour of the employee should be corrected or rewarded as necessary8. Another factor that is critical in the influence of behaviour is purpose. Purpose forms the collective organizational leaders belief. The leaders are able to develop a sense purpose in their employees and motivate them. The motivation is by appealing to the employees’ security, sense of belonging and their self-esteem.9 2.1 Karen as a leader. I would consider Karen as leader. The consideration of Karen being a leader is triggered by her being able to start a business and manage it and achieve to some extent success of the expansion. From the text, it is evident that Karen was able to have four hundred stores in five different countries. This clearly outlines her leadership and depicts her as being a leader. To achieve such a move in the business world being a lady is more of being leader as it calls for some skills to manage the stores10. The prevalent style of leadership in the stores of Karen is more of a centralised structure. As the text describes the hands-on type of CEO that Karen was clearly shows that though she had delegated some of the stores to various managers she still would visit to access, the progress and her visits are unannounced11. The style of leadership of Karen is more of central towards her as she still comes to the ground to access the effectiveness of the stores unless where in most decentralised styles of leadership whereby managers give the progress to the CEO. She still takes it as her responsibility to manage the stores in the grounds despite the managers who are in the different stores who regulate the stores. She is a leader since despite the growth of her stores she still is keen to how the stores are ran by the workers and wants to follow on their performance. 2.2 How organizational theory underpins management practise Organizational theory constitutes the study of the formal organization in the social settings. These social settings include bureaucracies and businesses. The organizational theory takes to look into their interrelationship in the environment whereby they operate. The organizational theory compliments the studies of management, leadership, industrial psychology, organizational development, organizational behaviour and studies and human resources. The organizational theory is used in several aspects of a business that is working. Many people strive so as to adhere to the principles of the theory to enable them to be more successful or perform better at their jobs. However, this may lead to them having to sacrifice some of their personal principles so as to succeed12. For example, a case of organizational theory in the financial sector would be a manager or employee who desires to understand the ways to achieve to achieve objectives by having to follow a structure that is set. In addition, an individual in a human resources sector will need to make decisions through their working day that will have to change the practise and structure of the working day of all other employees in the business13. Therefore, if the individual becomes so wrapped up in trying to interpret their role should be in terms of organizational theory, they can start to neglect some other areas of the business. The organisational also underpins the values that are personal to some individuals. For example, they may opt to disagree with a particular regulation or rule that has been introduced by the business, moreover for them to carry out their role as a manager professionally and effectively. They will need to move from the principle they have set for themselves so as to be in a good position to perform the job. Therefore, it is a bit hard to execute both organizational theory and management as contact that is psychological between the employee and the employer is still in need of maintenance. Such a situation will require to consider how fairly the business treats the employee and how fairly the employee treats the company. Such a situation also will mean that the employer and the employee are putting hundred percent of their effort into the work1415. Organizational theory also underpins management practise in the division of labour. The term labour division refers to the individual’s specialization in the roles at the workplace setting. Labour division and specialization is always associated with the increase of trade and output. The division of labour becomes more efficient as a result of machines that take the human labour place, occupational specialization, and saving from not change of tasks. The occupational specialization can lead to an increase in the productivity and the distinct skill. However, this underpins management practise as the physical and human capital must be matched or similar. The organizational theory depicts that if the technological improvements were matched with the skills of the workers then there could be a reasonably major productivity increase. Although the division of labour is often viewed as being inevitable in a society that is capitalistic, there are various specific problems that can arise. They include, monotony, lack of creativity, and lack of mobility. Creativity naturally suffers due the monotonous atmosphere created by the division of labour. To do the same routine may not work out for everyone. Moreover, employees are not familiar with other job parts. They may not assist employers for the different parts in the system. Therefore, any changes to the management or organization in a business or company will with no doubt have effects on all this. Clearly the organisational theory underpins the practise of management. 2.3 Karen’s management approach The approach of Karen Jacobs in the management was more of organizational theory approach. He was more concerned on how the workers were effective in doing their roles and not more of the management. She was always giving unannounced visits to the stores to check the effectiveness of the workers, and this is more of an organisational approach. She was more wrapped in trying to interpret and show the workers the need of being effective in their work. The workers can opt to neglect the rules of Karen so as to try and perform their roles in a more effective and professional way. 3.1 impacts of the leadership style used on motivation in the period of change The leadership style uses have adverse effects on the employees’ motivation in the period of effecting change. For any business to thrive and the employees to adhere to the changes the way of implementing, the change should consider of the effects. In this case leadership in dire need to remain copmetitive and reduce the cost of production of the boards. The leadership thus ends up making it an abrupt change. The sudden change does not motivate the employees on the way of its implementation as the manager requires the foremen to implement in one week which is not a relatively enough time span for the employees to get into the new system of doing work. This leadership style has no bit of motivation. The style demotivates the workers. It furthermore deteriorates the relationship between the employees and the managers. 3.2 motivational theories to motivate the workers Some of the theories of motivation that can help motivate the workers in this situation include; the Two Factor Theory. According this theory, motivation to people is achievable through things such as meaningful work, recognition, achievement, opportunities for development and growth and responsibility16. People get dissatisfaction from policies that are not fair to the employees. If a business takes into this theory, it should focus and act on dissatisfaction and motivation of the employee as two issues that are separate17. The significant move to ensure that there is motivation for the employees is to work on redesigning the work. According to Expectancy theory, people get motivation when they expect that the effort they give out will succeed in the creation of a particular outcome and the outcome being expected is meaningful to the person. If the business subscribes to this theory of motivation, the implication that is evident to leaders is to give the employees many opportunities to succeed and reward the success significantly whilst clearly identifying the rewards and success links18. Also, the motivation theory namely as Goal Setting will motivate the employees in the period of change. According to this theory, individuals are motivated when they take part in the setting of the challenging goals or objectives for themselves, when the progress of achieving the set goals is measurable, and they understand their specific roles in achieving the set goals19. Employees can also be motivated by the three Needs Theory. According to this theory, individuals have three basic needs namely; affiliation, achievement and power. To the employees to have the motivation in the work place, there should exist a sense of achievement amongst them. If the business subscribes to this theory leader need to ensure that they set for their employees challenging goals. The leaders should also provide lots of feedback that is concrete concerning the achievement20. This theory to motivate the employees in the workplace can be supported by social feedback, badging and leader boards. Also, the theory of Hierarchy of Needs can help in the motivation of the employees in the work place. As stated by this theory, there are five need levels that motivate individuals namely; social, safety, physical, self-actualization and esteem. When the business subscribes to this theory, the leaders ought to ensure that they lower level needs of the employees are satisfied21. 3.3 importance of understanding the motivation theory by managers In today’s world of business, there are rapid changes happening. It is now significant and of great importance for those who are managers to understand the different ways to motivate their employees and, therefore, the need for them to understand the theories of motivation. It is even of more importance for managers to engage in motivating their staff and help them to optimise their performance22. Besides, observation and research proves that the employees who receive motivation are more productive and creative in the work place. Maslow’s theory entails that the purpose of human existence is to achieve ‘Self-actualisation’ and the only way of attaining the state is when the basic human needs are met. The needs of human beings can be represented in the form of a pyramid. The lack of knowledge on motivation might mislead the managers to believing that incentives that are monetary as being the best way of employee motivation. However, the motivation theories help managers to understand that individuals are different. For example, it could be that employee X prefers having more responsibility comparing with employee Y. Therefore, to increase the responsibility of X and appreciate X motivates him more than Y who will get motivation from getting a monetary incentive.23 4.1 nature of groups and group behaviours on organizations The term group behaviour refer to the situations whereby people interact in small and large within an organization. Groups that consist of a large number of individuals in an organization may act simultaneously to achieve the set goals of the organization. The act of group in an organization differs from the actions of the persons who are acting alone 4.2 ways to improve team effectiveness One of the ways is to gain an understanding that is in-depth of all the members of the team. It is clear that when a new team is formed, it takes some time before each of the members feels with each other. Therefore, the more one gets to know the members the more easily and at ease one can do his or her role in the workplace. To improve the team effectiveness calls or the manager to ensure that the team go through this phase easily and quickly so as to facilitate the cohesiveness. Some of the ways of doing this include team launches that are regular and away from work. Games focusing on getting to know each other and use some minutes to allow the team members to introduce themselves and maybe talk about what passions they have outside the work. Team effectiveness can also improve if one identifies the methods that are effective to work together and how to implement the methods. As a manager one does not need to have all of the answers. To improve the team effectiveness one can take time so as to meet with the members of the team individually and maybe collectively and get to know what it is to them to work with a team and the ideas that they can give out to help improve the dynamics of the team. The effectiveness of the team will be more successful if they are given a chance of working together in the manners that they agree on rather than having the manager decide on for the whole team. Also to improve on the team effectiveness there is a need to improve interaction, fun and collaboration. There are several activities for team building that can get underway, and that will bring the team members together through an understanding of each other that is renewed.  For example, the International food day at work whereby the team members celebrate their different uniqueness and prepare a meal that depicts their heritage to share it with their team. There also exists many group activities such as sailing, cross city treasure hunts, bowling and corporate rowing teams. Some Simple activities such as sweepstakes in races fund raising or team lunches that are themed in the boardroom can help inject fun in the workplace. One has to act as a harmonizing influence. Seek for some chances to resolve disputes that are minor in the team and take a while to meditate. Continually point towards the higher goals of the team. Team effectiveness also need when there is clarity in the mode of communication. The team leader or manager should ensure he or she is clear on directives. The team effectiveness is also achievable one encourages cooperation and trust amongst the team members on the team. The team manager should put into consideration the relationships that form between team members as they are very significant as the ones the leader has with the team members. Also, to improve on team effectiveness it is crucial to pay attention to how the members of the team work together and then the leader ought to take steps of ensuring respect in the team, cooperation, trust and also improve the team communication. For the team to improve on its effectiveness, the team managers should encourage the team members to share information. There should be emphasis on the significance of the contribution of each team member. The team leader also should demonstrate how all the jobs done by the team members operate together in a bid to move the entire team together towards its set goals. Delegate tasks of problem-solving to the team. Allow the team members to work together on creative solutions. Facilitate communication. It is clear that communication is one of the most important factor for a successful teamwork. Facilitating communication is not all about holding meetings every other time. Instead it entails to set an example by remaining open to concerns and suggestions, by asking questions and to offer help, and do everything possible to avoid confusion in your own communication. To improve team effectiveness one has to establish the goals and values of the team; evaluate the performance in the team. Talking with the members of about the progress of the team will improve the effectiveness of the team. The talking about progress done towards the goals of the team will allow the employees to have a sense for both challenges that are to come and the success too. Address teamwork in standards of performance. It is also critical to discuss with the team with team on what they care in their performance of the job, what success means to them and the actions the team can take to attain the values they have set. Ensure that the team has a clear idea on what they are to accomplish. Allow the team members know the standards of the success of the team and this is likely to motivate them therefore improving the team effectiveness. Establish clear time frames, make sure that each member of the team gets to understand what their responsibilities are in the team. While working in a team it is always of great importance to use consensus and agree on one issue as a team. Set objectives, plan for the actions and solve problems. While it may take some time and longer to establish a consensus, the use of the method to a great extent provides greater productivity of the team and better decisions are attainable. The use of consensus secures the commitment of all the team members at all the phases of the activity or job the team takes to work on. Moreover, to ensure that there is team effectiveness, there has to be ground rules that are set to govern the team undertakings. These rules entail the norms that the leaders and the team members establish to ensure they work efficiently to attain success. These rules can form simple directives such as team members being punctual for the meetings. They can also be general guidelines such as all the members of the team have the right to make suggestions and offer ideas. However the leader should ensure that the team will create the ground rules and norms through a consensus so as to the team members commit themselves both as being a group and as individuals. These ways will improve how the members of the team relate, commit themselves, work with cohesiveness and therefore, the effectiveness of the team will improve. 4.3 impacts of technology on team functioning in an organization New technology has been injected into the workplace at a rate that is exponentially increasing in the past few decades. Many companies now visualise the use of the new technology being the best way of increasing the profit margins as well as to remain competitive in the marketplace that is rapidly evolving. The development in technology also allows the emergence of a new kind of team. There can be virtual teams formed that bring together the best individuals despite the time and location. E-mail, video conferencing, teleconferencing and other new emerging technologies now enable people around the world to collaborate communicate efficiently and rapidly. These Virtual teams are now contributing to the synergy in a manner that is much better than before. Also, these new technology has come with opportunities for companies and employees who are willing to explore work arrangements that are non-traditional. As the telecommuting technology becomes widespread and more popular, employers are able to realize the benefits, including; reduced absenteeism productivity gains, reduction in the costs of real estate, reduction of the costs of employee turnover and reduction in the costs of relocation. Personal computers can allow team members in carrying out different tasks and also makes communication more effective. The use of laptop computers allows one to this in anyplace since they are portable, have a longer battery life and are powerful. For the Employees, the new technology can offer more flexibility and also relief from the policies of the workplace such formal office hours and dress codes. However, despite the positive impacts that come along with the new technology, there are also some negative effects such as; the Companies that implement this new technology must take into consideration the social impact. Teamwork is a critical element of functioning of the workplace functioning and studies show lower satisfaction levels for those using virtual meeting tools in contrast with those using face-to-face meetings. Occurrence of such an effect can get solutions from the hybrid virtual team, whereby members sometimes meet in a physical location that is traditional. Bibliography Barret, Richard. Training developing and motivating people, Cheltenharm: Nelson Thornes. 2003. Daft Richard. Organizational Theory and Design, Stamford: cengage learning 2010 Dove, Rick. Response Ability: The language, structure and culture of the agile enterprise, John Wiley & Sons publishers, 2002 Nicotera Anne. Clinkscales, Marcia. & Walker, Felicia. Understanding organizations through culture and structure, Lawrence Erlbaum, 2003 Thomas Kenneth. Intrinsic Motivation at Work: What Really Drives Engagement, online source: ReadHowYouWant.com2010 Tsoukas, haridimos & Chia, Robert. Philosophy and Organizational Theory Bradford: emerald publishing group Read More