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Fatmah Hassan Al Ali, MBA Student, University of Fujairah, United Arab Emirates
Amnah Ali Alsamahi, MBA Student, University of Fujairah, United Arab Emirates
Fermin G. Castillo, Jr. (Post-Doc), Associate Professor, MBA Program University of Fujairah, United Arab Emirates E-mail: [email protected]
ORGANIZATIONAL STRUCTURE AT PEACE ORGANIZATION: A CASE OF REORGANIZING FOR A CHANGE?
Abstract: the Peace Organization is government sector and was founded in 1987, to provide public services to the society. In the last few year, the organization expanded sharply and established new branches in different areas, the number of employees from different cultures have been increased dramatically (approximately1500), and the operations, functions and services as well. Due to expanding and developing new challenges, difficulties and problems appeared on the Peace organization. To restructure or reorganize is a very challenging task for Peace Organization. Keywords: organizational structure, reorganizing, change.
1. Interesting Facts at Peace Organization upper level of organization and take their viewpoints Mohammed working in the Peace Organiza- then implement the new structure to organization.
In addition, the applying in reality was faced many challenges, difficulties and obstacles. 2. Peace Organization: The Incident On August 2012 a head of accounting section of PEACE Organization. Sami came to his General manager Rashid with his retire paper. Rashid was in shocked because of Sami's decision. Sami was spent about 25 years as a head accounting section in the organization.
He was founded this section with established of organization, so he know every small details in his section.Therefore, an accounting section supply accounting Utilities and financial support to the enterprise it related to. The section is doing the different financial operations like: registers accounts payable and receivable, supply inside stores, salary records for work force, fixed properties and all other financial elements. The section's accountants follow the records of every sections in the organization to identify the
tion in human resource section. He took responsibilities for changing organization structure to fit with developing organization. When he gave his proposal about the new structure for the organization first time to the general Manager, the manager put the proposal on the shelf, and because he was busy with business trip he forgot to look to the proposal. After that, the head of accounting section Sami retire, and there is no on in charge. So, Mohammed used this situation to again display the old proposal for changing the structure organization from wide span to narrow span.Because he thought that this is the good solution, so, will not be repeated in future with other department same the case of the head accounting section.
According to that Mr. Rashid General Manager, give Mohammed the green light to apply the new proposal without deep discussion. Mr. Rashid informs Mohammed to discuss the new proposal with
organization financial level and any modifications need to operate the organization budget efficiently [1].
With all job tasks for the head of accounting section, Rashid started worried about what would happened for the organization. The main basic of his worry is that no one of the Sami team has the qualification and nominated to be ahead of accounting section. Due to that he refused the Sami retire. But Sami insist for leaving from the job, because of a long served without any rewards (25 years), the salary is not satisfy for the efforts that he is give, also his family situation because they are far away from him.
The General Manager called the person who responsible for hiring people Mr. Mohammed and asked him if he has the CVs for new nomination for the position of head of accounting section as soon as he can. Mr. Mohammed doesn't has any CVs and he asked for time to search and bring the nomination, but Mr. Rashid wonder how long he would be waiting? Because this is very dangerous situation that they would be without a head of core section. So, Mr. Rashid decide to put one of his heads sections in charge as a head of accounting Section while find the alternative for Mr. Sami.
From this, Mohammed found opportunity to explain about his old idea for change the organization structure. The old idea was to change the organization structure according to expand in the business of enterprise, have more branches, large number ofworkforce, the services and operation for each sections, and the kind of organization that is public services. Some problem occurred when the head of any sections not available, the most operation inside that section was stop. Beside the social loafing occurred. For that issue he started plan to change organization structure.
As we know all organization is official declared structure of characters or positions. For an organizational character to occurs and be significant to individuals it should, combine:
1. Confirmable goals.
2. An obvious idea of the main responsibilities or activities involved.
3. An understand zone of freedom to decide so that the person filling the character knows what person can do to achieve aims. So, we can consider the organizing as:
• The definition and arrangement of needed actions.
• The combination of actions important for achieving goals.
• The task of each team to a leader with power important to control it.
In organization, structure must be plan to explain the person to do duties and his responsibilities for what outcome to eliminate conflict to performance.
3. Organizational Level and Span of Control
The goal of organizing is to let individual work together effective. Because the levels of organization is the constraint of the span of administration. Due to that, level is more important in case if you have huge number of employee, and several operations and function that need to control and coordinate together effectively.
Furthermore, the Peace Organization had the wide span that has elements affect as follow:
1. Training the individual in deep way;
2. Duties and delegation are known;
3. The steps of frequently operation are define clearly;
4. The modification for the outside and inside environment is slowly;
5. The use of suitable tools and methods with communication to subordinates;
6. The interaction be effective between individuals.
What is more, this kind of span has some disadvantages such as: the weight of decision often will be on hand for superior, Risk will be held if there is no control on subordinates and need managers with special characteristic and quality.
As a result, Mohammed wants to change to narrow span, which is suitable with development of his organization. This kind of span also has elements affect as follow: no training or few to the individual, Duties and delegation are unknown, The steps of
frequently operation are undefined and unclearly, The modification for the outside and inside environment is fast, The use of unsuitable tools and methods with communication to subordinates and The interaction be ineffective between individuals.
In addition, the advantage of this span are close supervision for manager, close control and fast communication between head of section and individuals [2].
Mohammed opinion was, the narrow span better than the wide span for his organization, He added also in structure for every head section a vice president that he coordinates among the divisions in same section and with delegation and authorities when the head of section is in leave. After that, he took his suggestion to Mr. Rashid to show him and take the notices on the suggestions. After two weeks, Mohammed asked the manager about his evaluation and notice for the proposal, but unfortunately he was too busy and after that Mr. Rashid went in business trip and the proposal for Mohammed forgot.
When the problem of Mr. Sami happened, and they put one of head section in charge in placed for Mr. Sami, Mr. Mohammed found the chance to resubmit his old proposal with some modification on it. Then he give it to his manager and he said to him "if we applied this proposal in that time we would avoid this risk situation", because the vice deputy for the section will be in charge and have delegated in place of Mr. Sami until they find new and qualified person (a head) for accounting section.
Therefore, Mr. Rashid gave green light to Mr. Mohammed to meet with related persons in the organization to take their opinions and evaluations, and then implement the proposal.
After the meeting held, Mohammed surprised from the upper level people in organization that they have different views and directions for the new structures, but the clearest point was they want to define the units according to people not the task and the role of the work for individuals and section founded too.
He tried to change and persuade the heads of sections for his opinion, but they did not listen from
him. Mohammed was confused shall he do what they want or what he believe on it. He though to share his confused with Mr. Rashid, but he knows that his manager does not like headache and complains. Mr. Mohammed was in internal struggles.
It is a fact that any new subject will face some difficult in beginning of implementation, so Mohammed decided not to stop in this point and go ahead for apply the new organization structure. Personally, he think that the critical point is the first step in applying and after that the change and modify will come with time.
During implementation, Mohammed faced new challenges likes: 1. The chosen people to be vice president they will not get financial promotion, because there is no article in human resource provide this in government sector; 2. The qualification, skills and certifications for most employee not fit with new job title; 3. The insist for some head sections to have two vice presidents because they did not want to hurt feeling of their subordinates (social network) especially women; 4. He found that some individuals does not have roles in their section (social loafing); 5. Every time the heads of the sections change their opinion about the individuals and their new position.
4. New Structure For Peace Organization
In fact in the business world when you start to implement new procedures, or policies, or even something with high importance like new organization structure you will interfere with employee the most vital element for successful, also you will put in your mind the suspicion, dangerous and difficulties for that.
Therefore, Mohammed start to meet with employee and explain for them the reasons for transfer from old structure of Peace Organization to new one, and how will help both employee and organization to accomplish the tasks and goals that organization foundation, what should individuals do and what responsibilities have. Moreover, the new structure will clear define all roles and position, also the clear the delegation and authority for individual in each level.
After that, he followed some procedures such as:
1. Start to held workshops to identify the new changes in structures and use the logic, reason and some questionnaire about the job description and their satisfying to why they need change;
2. Allow the employee to be a part of changing and take their observation, notices, and advices. Therefore, while implementation occur the involvement to change will be commitment and positive;
3. Workforce obtain new training and different learning skills with supervising and caring from manager to individuals and take care of their feeling (emotional intelligence);
4. Manipulating to influence person with high influence and decision level to be in side with changing when occurs by giving him some role in participate;
5. Force people to accept the changes by firing them, dismiss, suspend, or demote, change their position level, giving rewards and promotion, so they will accept the change in organization structure as soon as possible [3];
6. Involve senior employee is most important when change the organization structure because of vital role for him and his respective from all stuff, also people trust him;
7. The esteem for internal element of environment (individuals) and the interrelationship between them (interact with each other informal group);
8. For employee is more important to adopt and deal with new team and be comfort if changes happen in position among levels organization [4].
To sum up with that Mohammed applying to im-plement35% of the new structure for the Peace Organization and the reasons for that there are challenges and difficulties from external environment and internal environment.
In addition, the internal environment like the workforce and their fright from new changes and they wonder what would happen to them and their values in organization. Beside that the job security, performance evaluation and other concerns for them.
The Human Resource Administration and Financial Resource Administration are external environment because they are not apart from organization itself, but they are separate Administration.
To apply the organization structure for the Peace Organization in the right way, they must approved it from the Human Resource and Financial Resource. The approved ofstructure from the higher position in government not from the general manager only.
The rejection for the new structure for peace organization was from Human Resource and Financial Resource according to new financial implication.
Due to that the new organization structure without any meaning and useless.
Until these days, Mohammed is trying to modify and persuading employee for this issues by keeping evaluate the performance for individual and the appraising system and give some rewards for effective and good effort for team work in annual meeting. In addition, he involve some new expertise and creative teamwork beside the strategy section to help him.
Recommendation: Five Main Stages to Effective Enterprise Administration
When your manager want from you to accomplish a new plan for the organization. The duty might feel difficulty at begging, and all of infinite surprisingques-tions will appears. How will you control all of the particulars? How will you tell each person about the plan? How much and what kinds of assets and supplies do you requisite? Who is going to aid? How will you recognize if the enterprise is needed or if it pass?
By next these five stages, you will be on path to having pleased clienteles and outcome that is on time and on financial enterprise.
Stage 1: Identify the problem
What is the problem you want to resolve? You should be capable to obviously state the problem and identify that it is really requires project before project administration actions start. If you cannot obviously answer this question, your project is likely to have an unfortunate and inescapable outcome from the beginning.
Regularly we are ask administer project when the action is actually a program or duty. A program is bigger in range than a project and does not have a certain end. A duty, regularly accomplished by an individual, is used to provide project, does not requisite to be included with other jobs, and repeatedly occurs as fraction of ongoing processes. A project has a beginning, final, defined assets, supplies and produces a product, service, or outcome.
When you can recognize the problem and approve that what is being demand it is really for a project, shape the enterprise substructure by setting the next in text:
• expecting changes and result - the conclusion aim;
• standards for how the project hit a target will be realize;
• expected limitations - money, assets, supplies, and time.
When these three things are itemized, go back to your problem report and justify that this project is value pledge.
Stage 2: make the plan
The project plan is the major and requests to include all of the stakeholders. The project plan is a living record that affords way and should be studied and improved over the project's lifetime.
It is time to look the small things that are regularly ignored and can be reason of significant problems in the future. The project plan covers the detailed planning documents and must contain:
• Performance methods - where are you beginning, where do you want to arrive, what marks want to be accomplished beside the path, and what are your quality criteria?
• Procedure changes that requirement to take position - who and what will these changes influence?
• Dangers - how they will be addressed if they rise?
• Resources - how are resources got and keep up; in the situation ofworkforce resources, how will they be satisfied?
• Learning and communication requests - everybody engaged in the enterprise requirements to recognize what is expecting of them and how communication will be;
• Supporter from inside the organization - who can give guidance and provide when required. Improving a strong project plan needs time. Do
not be desirous to accelerate through the preparation and transfer on to the project implementation. Moreover, do not improve the plan and placed it on the shelf; usage it to path your development, success. An obviously thought-out project plan will verify to be useful as you development through Stages three through five.
Stage 3: Start the project Your work as project director is to start the project plan and determine changes as required. As the project is started, make sure that next actions do it:
• Approve the persons or teams who will do the work in the project plan; make sure everybody knows each other and understood their character and know the communication practice;
• Implement project -tracking methods. Several projects tracking structures are available; select one that meets your projects requirements and is easy for you and others to apply;
• Guarantee the quality of the job that is being done; apply the quality criterion defined in the project plan;
• Tell organizations and persons about launch and finish dates and how they will be affected, and let them be updated during the process;
• Management the project group; supply training, give resources, and solve problems.
Stage 4: supervise process
• A big part of your time is expended watching, speaking, and listening so you can evaluate, record, and description the project's process and boundaries. Use the predefined performance measure (definite in Stage two) to evaluate performance. As you make the papers and reports, see the next;
• Use adequate time planning, implementing, and communicating your papers and reports. You do not desire to see yourselfanswering to requirements for data; this becomes a main time lose and can be reason ofbad effect on the project.Determine problems as they happen, and tell the key stakeholders about problems. If a problem rises, identify options and their probable effects and present the problem and the give choices to your stakeholders;
• Add any new data you have knowledgeable to your project plan and every time check if required.
Stage 5: Transport outcomes and finish the project
You did it; you arrived your aim. The problem determines in Stage 1 is resolved and you are can finish the project. Through this stage, your tasks are to:
• evaluate the project achievements and fails -this is main for sustainability;
• transport the outcomes to the stakeholders -make project conclusion article with input from the entire group;
• document how to develop on coming efforts -study the lessons learned, together positive and negative;
• have a good time successes with team members
[5].
Case Questions:
1. Do you think that the new structure for Peace Organization is suitable?
2. Is the task ofMr. Mohammed change the Peace Organization structure? Or it is for another section?
3. Is Mr. Mohammed the right person for the task to explain the new proposal for heads of sections?
References:
1. Ramjee P. What Is the Purpose of an Accounting Department Within an Organization? - 2017. Available. [Online]. URL: http://smallbusiness.chron.com/purpose-accounting-department-within-orga-nization-24374.html
2. Heinz W. Management A Global, Innovative, and Entrepreneurial Perspective. - 2014.
3. In M. V. Heinz Weihrich, MANAGEMENT A Global, Innovative, and Entrepreneurial Perspective -P. 198-202. New Delhi, India: McGrow Hill Education (Indian Privet Limited).
4. Kotter J. P. and Schesinger L. A. Change Management Choosing Strategies for Change. - 2008. Retrieved from Harvard Business Review: URL: https://hbr.org/2008/07/choosing-strategies-for-change
5. Packard C. B. How to Handle Employee Resistance to Structural Changes in Organizations. - 2015. Association for Talent Development (ATD).: Available. [Online]. URL: https://www.td.org/Publica-tions/Blogs/Science-of Learning-Blog/2015/07/How-to-Handle-Employee-Resistance-to-Structural-Changes-in-Organizations
