Implementing an Organizational Change - Essay Example

? Implementing an Organizational Change Introduction There are a number of reasons that an organization would want to bring about a change to its structure or the processes involved in its activities such as the current process not being good enough or the discovery of a better method of doing things. One factor that these reasons, whatever they may be have in common is that the change is introduced as a result of the organization’s desire to improve itself (Apostolou et al, 2010). Technology has played a big factor in the numerous changes that have taken place in different organizations and the health sector is no different as it too has seen it fit to introduce new ways and methods of doing things, thanks to the introduction of new software products that are designed to make life easier for both the employer and the employees in their everyday duties (Apostolou et al, 2010). With this in mind, it can be said that organizational change is an ongoing process that goes hand in hand with the introduction of new technologies to the market (Chemuturi, 2010). Choosing to ignore the onset of these new software products will only serve to hold an organization back with regard to its self improvement and as a result halt the growth of such a company leaving it to be overtaken by its competitors (Apostolou et al, 2010). This is an issue that any establishment has to consider be profit or non profit as being left behind in a world that is changing on a daily basis will more than likely lead to the relevance of that particular organization rapidly decreasing resulting in its extinction form existence in the end. The Organizational Change As mentioned earlier, the health sector has not been left behind in the technological revolution and the change product that has been nominated for implementation in this project are the patients records that are kept in storage. The implementation constitutes of changing the nature of the records from paper form to a more up to date soft copy format that will be stored within an electronic computer data base (Apostolou et al, 2010). This will mean that the records will no longer be stored in physical form consisting of files archived in a particular part of the building but instead will be retrievable from a computer by any individual who has been given authorized access (Chemuturi, 2010). It should be noted that the information on the patients records will remain the same and the only change involved will be the manner in which it is stored and can be retrieved. In technical terms, it can be said that the records will be transformed from a hard copy version (that is, physical files and documents containing the patients’ information) to a soft copy format (that is, electronic files that are stored and accessed from a computer hard drive) thus the only difference coming about is where the files can be retrieved from (Chemuturi, 2010). This organizational change can be described as a technological advancement due to the nature of the processes that will be involved. The health facility will be taking a step forward moving from the traditional methods of storing information to more advanced ways that have entered the market thanks to the introduction of technology to the information sector. The files that will be stored in this new format can be referred to as e records (electronic records) and serve as the new wave of data storage that has taken over the more traditional means. Switching from physical storage of the patients records to a soft copy format will ensure that any needed information will be accessible to the doctor or whoever it may concern will be accessible from any location provided that an individual has a computer or any other electronic device with access to the internet such as an I pad or smart phone. The switch will also prove to be a good way of storing large amounts of data/information in an easier manner as the issue of physical space does not arise with this type of record keeping (Chemuturi, 2010). One is able to easily expand the space available to them for storing data on a hard drive without having to worry about finding unoccupied space that can be used for this purpose. This is a big improvement from the past process whereby one was required to find a location that would fit items such as an additional filing cabinet that would store the continued increase of patient’s records. With the advent of electronic records, physical space has become a null and void subject relating to the number of files that are stored by a medical facility. Thus the switch from patient paper records to electronic medical records will mean that a medical facility will be able to take on more patients comfortably knowing that they will be able to store the new information and files received as a result as well as its current and past patients’ medical files with ease taking a load of the individuals who are in charge of this part of the health facility. Possible Organizational and Individual Barriers to Change There are a number of barriers that an organization may come across during its attempted implementation of the records change from hard to soft copy. These barriers arise from two main sources that are related to the changes that are taking place, namely, the organization itself and the individuals that are involved with the organization and its activities (Todnem, 2005). These barriers need to be taken into consideration so as to ensure that solutions are readily set in place to deal with any problems that may arise during the implementation of the change. Organizational Barriers There are a number of barriers created by the organization itself that one may run into while attempting to implement these changes, some of them include: Cost – The amount of money needed to implement the proposed changes should always be taken into consideration as there are times when an organization may not be able to afford the cost of the changes involved (Wang, 2008). A budget should always be set in place that is both realistic and accommodating to the organization’s needs with regard to the changes involved. Infrastructure – At times the organization may lack the required infrastructure that is needed to implement a certain change to its processes. In this case for example the organization will not be able to implement the change of its records from patient physical documents to electronic files if they do not have a number of computers and access to the internet at their disposal (Wang, 2008). These two factors (computers and internet access) are the most important parts of the implementation process and without them the change cannot be successful. Individual Barriers There are also a number of barriers that are created by the individuals involved which in most cases are easier to fix than the organizational barriers a company may come across as in most cases they do not consist of major concerns. Some of these barriers include: Educational barriers – Some individuals may not be familiar with the use of a computer which is a factor that must be taken into consideration as this is where the information will be stored once it is transferred (Schultz and Schultz & Duane, 2010). This can be easily fixed through taking the individuals involved through training classes/sessions involving the software that will be used once the implementation takes place. It should be noted that an individual does not necessarily have to know everything there is to know about computers and these training sessions will mainly focus on the basics and the software program in use. Attitude – Some individuals can be said to be set in their ways and as a result may be resistant to whatever change that they may be faced with in their day to day activities (Schultz and Schultz & Duane, 2010). This is more a matter of attitude than anything else and can prove to be a barrier as such people may not be quick to catch on to the new methods that are being implemented and as a result may slow down the whole process. This is especially dangerous when the individuals involved are high ranking officials and therefore may have a say on what takes place within the organization and if such people are not properly motivated to get behind the change, they may hinder the whole process altogether (Schultz and Schultz & Duane, 2010). Possible Factors that May Influence the Change There are a number of factors that one can consider to be the main reasons behind the desire of the organization to go through with such a change. These factors can be said to be the main influences behind the implementation and thus can be considered to be the driving forces of the project’s introduction. Some of these factors may include: Privacy/Security An organization may decide to transform its physical records to electronic form in a bid to improve the security or privacy of the patients’ records. Physical files require a large effort to be put in by an organization in order to ensure that they are well protected and do not fall into the wrong hands. This may include factors such as hiring security guards around the clock to guard the room(s) where the files are stored and/or the additional installment of equipment such as security cameras. The transfer of the records from physical to electronic format will make the protection of such data much easier as it will involve the use of passwords encryptions and firewalls which are not only cheaper to maintain but harder to break through if the right software is used. The electronic files will mean that only those who have the proper authorization (given through designated usernames and passwords) are able to access the medical files from the archives. Authorized personnel may include the doctor and the patient that the file in particular is in reference to. Cost Effective Switching from physical storage to electronic data is also a cheaper option in general with regard to the amount of money that is spent in storing and maintaining patients’ records. Whereas physical storage of records requires a number of costs such as finding a location with free space that the records can be stored as well as the cost of buying filing cabinets and the paper and ink that will be used to print down the data, electronic storage only requires a computer and a hard drive. Access to the internet or the creation of an intranet within the facilities will ensure that these files are accessible from other computers in the medical facility and will cut down on the cost of space and other utilities that were previously needed. This cut in costs can go a great way in improving the overall finances of the organization as they are able to significantly cut back on the budget that was previously allocated to storage of files. Time Saving Switching from physical records to an electronic format will also greatly the time it takes for an individual to retrieve a particular file that they may need. Physical retrieval traveling to where the files are kept, searching for the particular file that is needed and in some cases traveling back which may be a huge time waster especially in occasions where the information is needed in the shortest time possible. The software involved with electronic files allows the computer to go through that process on your behalf and it is able to do this at a fraction of the time that an individual will take to do the same thus proving to be a huge time saver. Motivational Theories that will assist with the Change There are a number of theories that an individual may implement in such a scenario that will assist the employees of the medical facility to transition smoothly through the change (Schultz and Schultz & Duane, 2010). A couple of these theories include; Rational Motivations The main basis of this theory is that human beings are rational beings and as such can be motivated simply by seeing the rationality of a particular scenario (Weightman, 2008). In such a case the mangers need only explain to the staff the rational reasoning behind the organizational change which should be enough to motivate them into accepting and welcoming the change taking place (Murphy, 2009). Incentive Theory With this theory the staff will need the allure of a reward to motivate them into accepting the change that is taking place which can simply be the fact that the introduction of this particular organizational change will enhance the ease with which the staff will be able to do their jobs (Murphy, 2009). This will serve as an incentive as everyone would welcome an easier way of going about things. Conclusion In conclusion, the organizational change brought on by this technological switch in storage of information will serve to bring about a better functioning organization that will benefit all who are involved in the long run. References Apostolou, D., Mentzas, G., Stojanovic, L., Thoenssen, B., & Lobo, T. P. (2010). A collaborative decision framework for managing changes in e-Government services Government Information Quarterly 28 (1) Elsevier. Chemuturi, M. (2010). Software Quality Assurance: Best Practices, Tools and Techniques for Software Developers. J.Ross Publishing. Murphy, J. (2009). Inner Excellence. New York: Mcgraw-Hill Schultz & Schultz, Duane (2010). Psychology and work today. New York: Prentice Hall. Todnem, R. (2005). Organisational change management: A critical review. Journal of Change Management Volume 5, Issue 4. Wang, W. (2008). Integrated Total Quality Management. The University of Sussex Weightman, J. (2008). The Employee Motivation Audit. 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