Implementing organizational change plan - Assignment Example

? Implementing Organizational Change Plan By Aruna Nemani To identify the factors required to implement change in the defense sector, focuson strategies for change implementation, evaluate methods to monitor the implementation of such change, examine relationship between organization’s personnel, processes and systems, their effect on the implementation of such change, identifying the various communication techniques which may help in such effective implementation of change. Table of Contents: Particulars Pg. No. Introduction 4 Factors which make the change inevitable 4-5 Strategies for successful implementation of proposed change 5-6 Methods used to monitor such implementation 6-7 Relationship between organization’s related processes, systems and personal or professional roles and their effect on the organizational change proposed 7-8 Communication techniques that could be used to address the important issues arising of such identification 8 Conclusion 9 Introduction In the previous years, army life was supposed to be one of the best careers possible owing to the benefits it provided. Forget about the hardship of the soldiers, they were provided with high payments and other amenities. As time went on, and with the advent of highly paying service sector, the soldiers are comparing their lives with those of the highly paid service professionals who do not face the risk of their life. Added to this, the discomfort of parting from their family members and the work humiliation by their superiors is forcing the youngsters to rethink their career options into army. But, as the country’s security lies in the hands of these youth, it becomes imperative to bring about considerable organizational change in this sector. A comprehensive plan which can bring about change in any sector should consider: Factors which make the change inevitable, Strategies for successful implementation of proposed change, Methods used to monitor such implementation, Relationship between organization’s related processes, systems and personal or professional roles and their effect on the organizational change proposed, Communication techniques that could be used to address the important issues arising of such identification. Conclusion Factors which make the change inevitable are: Stress and depression of the soldiers who come back after a war, Psychological disturbances due to warfront operations frequently, Unfriendly relationships and ruthless reprimanding of the superiors Departure from their families. A comprehensive plan needs to be developed to subdue the effect of these factors. Strategies for successful implementation of proposed change: After examining abovementioned factors, the proposed change can be a welcome in the army only when the subordinates are also included in the planning process. This is called Management by Objectives. In this process, 1. The organizational objectives and their purpose are clearly defined: As for the defense sector, the main objective is to maintain peace in the country and defend an enemy when such situations arise. This should be made clear to every army personnel. 2. The key Performance Areas (KPA’s) have to be drawn down realistically by the superiors: The superiors have to give great importance to the security of their personnel to gain their confidence. Detailed plans have to be drawn about the operations to be used in the warfronts and they have to be communicated clearly. 3. Setting of objectives for sub-ordinates: The KPA’s for every individual could be to maintain peace and harmony in the department, upgrade personal skills to imbibe new warfront technologies, exhibit presence of mind at the wartime and perform what is required at that very moment. The sub-ordinates should be explained of their roles in reaching the objectives to minimize the gap between the expectations and their performance. 4. Objective matching with the resources: The superiors should foray into technology, task and structure related changes and design the best methodology for the subordinates. The subordinates should be duly trained in those processes to stretch up their objectives satisfactorily. It has been observed that work satisfaction, other than pay, is one factor which can make the employees dedicated to the organization. This can be applicable to the defense organization also. 5. Appraisal: The competitiveness of the soldiers has to be appraised regularly to ensure that they are well-conversant with the war technologies. This can boost their confidence with regards to their work and set aside all depressions. The microscopic slips have to be examined and explained with compassion to the soldiers that their mistake can cost a life at the warfront. They should be further trained that they do not repeat such errors again. 6. Recycle: This process has to be recycled time and again to ensure that the departments are always ready to face any situation while maintaining satisfaction in the subordinates. Though the process is recycled continuously, there could be some lapse due to unknown contingencies or work pressure. As such, monitoring of the process is very important to ensure proper implementation of change. (Prasad, L.M. 2006) Methods used to monitor such implementation: Monitoring the implementation is to have an assurance that the efforts made towards planning are confirmed at the time of performance. The results are aligned with the objectives laid down. As such it is a very important part in the planning process. It lays down the procedure to take a periodic check on how the implementation is happening in the organization. For defense related activities also, monitoring can be applicable as follows: Taking up research approaches like sampling etc. Group discussion techniques Examining the scenarios in a 3 dimensional way and understand the core context. Experienced personnel have to be employed for these intricacies Viewing of change patterns on a time basis and evaluating whether they stick up to the original plans or not Prioritizing and Ranking of the jobs Assessment of relationships between the workers and analyzing such linkage to the work Initiating core monitoring practices - control charts, information systems etc. (Anon., 2011) Thus, monitoring can be done and if there are unconventionalities, early warnings have to be communicated to the organization effectively. Immediately, measures have to be taken up to get back the things onto the right track. Relationship between organizations’ related processes, systems and personal or professional roles and their effect on the organizational change proposed: In this route, there may be possibilities that the organization’s related processes and systems are not in line with the personal or professional roles of the recruits or the planned change. In such cases, the effect of such deviation has to be examined and if possible nullified to let the plan go as proposed. Examination of such effect involves: 1. Checking whether the systems are installed perfectly 2. Whether the staff are trained to operate on those systems efficiently 3. Whether the systems incorporate the processes comprehensively to accommodate all possible requirements 4. Whether the IT related professionals understand the functional priorities and facilitate such primacies. Communication techniques that could be used to address the important issues arising of such identification: There are many techniques of communication especially in the defense department. They involve: Sources and destinations linked with transmitters, channels and receivers. Further to it, to avoid disturbances, message coding and de-coding systems are also generated. (Prasad, L.M. 2006) These were all one-way communication techniques which later developed for two-way processes also. In the modern times, more reliable communication systems are developed through: The usage of internet, Internet protocol television etc. All these are utilized to make the communication effective. But, the basic character of communication should never be forgotten. The superiors should use these communication techniques in the right manner and ensure that they inspire their subordinates rather than discourage them with unrealistic targets. They should listen to their subordinates’ pleas and instruct them accordingly while at the same time up keeping their dignity. They should play the role of a leader and convince the recipients that their viewpoint is accurate and achievable. At times of depression or during war they should be able to operate these modems and connect the officers with their family to ensure that the juniors work in high spirit and achieve the targets as planned. Conclusion: It has been observed that of late, there is a lot of dissatisfaction in the defense sector due to risk of life, work humiliation and stress related depression. Things should be changed to attract more youth into this career through implementing change management. At the outset, we need to figure out the factors which make the change imperative and then build strategies of change to counter those factors. Once, change plan is drawn up, continuous monitoring of the same has to be done with the aid of charts, experienced personnel and information systems. Care need to be taken to ensure that the professionals follow these technical processes and achieve their targets in time. If any issues are being observed in such process, the same has to be communicated effectively by the leaders with empathy. They should be able to convince their subordinates of the purpose of such change to achieve targeted results. Book References: Prasad, L.M. (2006). Organizational Behavior. Ch. 26 & 15. New Delhi. Sultan Chand & Sons. Internet References: Anonymous. (2011). Methods for Monitoring and Evaluation. International Fund fofr Agricultural Development. Available at: http://www.ifad.org/evaluation/guide/annexd/index.htm Date accessed: 23rd April, 2011. Read More