Analyzing organization is the process of assessing the organizations systems, functionality and capacity so as to increase the organizations performance, efficiency and overall output. This is done by using various theories and models whose aim is to understand the structure of the organization, technology and behavioral relationships Bate, Khan, & Pye, 2000.
This should be a periodic and detailed activity that assists the organizations management to identify any inefficiency or problems that may have risen and have not been dealt with the management will then come up with strategies to deal with them.
Compulyzed Telecommunications is a telecommunications company dealing with telephone, cabling, and internet provision services for both home and corporate clients. Compulyzed Telecommunications had an increase of 1.7% operating profit in the fiscal year 2011 as compared to the previous year this was about $40 million. Net profit during the year amounted to $26 million which was a 36% increase as compared to 2010. This increase in profits was mostly due to its improvement in their customer service department and the company's speedy response teams that have increased their customer loyalty and accorded them good recommendations from their current customers to their friends and colleagues. This in turn increased their sales and market coverage.
Compulyzed Telecommunications has a competitive advantage as they have a stronger brand than the other players in the industry. To make their brand get differentiated by their customers they have had to use marketing strategies that are intelligent and this has been one of their key successes. They have embraced social networking sites and online marketing to increase their brand prevalence, with social media they are able to tap into the online conversations to receive comments and feedback from their customers in regards to their products or services. Planning of the company's marketing and sales strategies will be dependent on this information plus also improving their products so that they can suit their target customers.
The company has also been using the social networks to resolve their customer issues speedily, they have a customer service page where their customers can post their complaints and ask for assistance and they have a team that is working for 24 hours to respond to these posts to ensure there is high turn around on customer response.
Employee retention has been a major problem at Compulyzed Telecommunications this has had a negative impact on the company's employee morale, their productivity and service provision to the customers. The company needs to know and understand that the needs of one employee are not necessarily the needs of the other employee as they are all diverse in their nature. The continuous exit of the company's employees ends up affecting their plans and this leads to company targets not been reached. If not curbed this trend will have serious negative effects for the company and their current profitable trend may not continue.
Organizational Analysis Models
To successfully perform an organization analysis, there are a few techniques one can use and the basic one is modeling. Models can be used to experiment the various variables that a manager can use to achieve the results desired. Organizational analysis models will typically be focused on the structure, behavior and technology used in the organization Milton & Raviv, 2002.
There are four models for analyzing an organization namely Rational Model, Natural System Model, Sociotechnical Model and Cognitive Model.
Frederick Taylor was the pioneer of the Rational Model, he had a background in engineering and it's this background that made him make this view of there been only a single way of performing a task which was the efficient way. It is from his work that scientific management came about which resulted in motion and time studies whereby there was timed tasks and efficiency was gauged on employee motions. To accomplish a task using the least time was the best way in performance of any task as per Taylor's view. He suggested that scientific principals should not just be applied to employees but to management also. Scientific management does work, but its main problem is that it creates boredom in the organizational as the employees are doing continuous repetitive tasks.
This model gives manager the authority and they are responsible for giving employees clear instructions and the employees need to make sure they complete the tasks assigned by their managers. The managers will then asses the performance of the employees and give out rewards or punishments depending on the way an individual employee performed Dean, Se Joon, & Susman, 1992()
This model assumes that employee motivation stems from pay increase or threats from managers. This is the major problem of this model as employee motivation will stem from other things not just money, therefore this model forms the starting point for organization analysis and should not be used for giving the complete picture.
Compulyzed Telecommunications can use the Rational Model to reward their best performing employees with salary increases and commissions for the customers/clients they sign on. The company can also use this model to improve on their response time to clients or customers as this will also add to their loyalty and also improve the company's customer serviceGremillion, 1984.
Departmental Managers are now charged with the duty of ensuring that they are clear in the instructions they give to their employees and this together with the compensation benefits accorded to employees will be geared to meeting the company's mission and goals.
With the use of this model the HR department which is charged with taking care of the employees' welfare will need to come up with innovative compensation criteria for the employees who excel in their tasks and duties continuously. The reward system needs to be considerate of every employee and acceptable by both employees and the management as well. Rewarding the employees with something that is not acceptable to them will definitely work against the company as the employees' are not motivated enough to make them excel in their performance Weiss, 2000.
The reward system mostly in monetary form would help in employee retention within the company and the costs the company incurs when they have to train new employees will be reduced and might be used to advance the skills of their current employees which is another form of reward for the employees.
Natural System Model
Natural System Model focuses mostly on the activities that can negatively affect the company Briggs, 2007.
A company is seen as striving to accomplish employee goals as well as its own goals. Thus maintaining the company's equilibrium so that it can meet its goals is its main goal. This model looks at the company holistically making it the opposite of the Rational Model. The Natural System Model views any modifications as been adaptive and unplanned reactions to the unstable conditions that may threaten the company's balance. Activities and events that threaten potential disruptions to the company's balance are the main areas of concentration for this model Casson, 1999()
Since this model assumes that all parts of a company are independent and interconnected, change becomes very difficult for the company as any change in a single department within the company has an impact on other departments of the company Cludts, 1999.
Because of this managers must plan for a systematic and comprehensive change that will cover the entire organization and not just a department or an individual, this reduces any conflicts that may arise.
Balancing the needs of all the company's employees, shareholders, customers and suppliers is what the models endeavors to balance. It assumes that companies work best when the employees belong to productive departments or committees, because of this they contribute to the achievement of the company's goals.
Compulyzed Telecommunications would use this model to identify what ails their current employees and upon establishing the problems the company managers would look into ways of making changes that will encompass all the employees and not just individuals even though the employees needs are different. Compulyzed Telecommunications' management will need to identify a mid-point where they can satisfy each and every employee's needs Lioukas, Bourantas, & Papadakis, 1993.
To retain their employees they will need to come up with better pay packages, a good balance for work and family life for their employees and better progression scope within Compulyzed Telecommunications.
Sociotechnical model recognizes that there will always be interaction between technology and employees in the workplaces. The limitations of the previous two models i.e. Rational Model and Natural System Model gave rise to this model Sadler, 1971.
The environment is identified as key factor which does interact with the company by this model. The environment refers to social, human, organizational and technological aspects within and outside the company. All this are interdependent and any change in one automatically causes changes in all the others.
The Sociotechnical model also views companies as evolving all the time, and these evolving results from…
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