Professional Documents
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Managing Change in Organizations
DMS - Assignment
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Thanujah Muhunthan
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Executive Summary
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Table of Contents
Page
Introduction ......................................................................................4
Mission and strategic focus of IOM ………...........................................................5
IOM Change
process…………………………………………………………………………................ 6
Bureaucratic
Management………………………………………………………………………........... 8
Organizational development
………………………………………………………………… ......................................9
Stakeholder analysis........................................................................11
Stakeholders who will be impacted by the proposed structural
review ...........................................................................................................14
Change management........................................................................16
Appropriate models and plan of implementation process in IOM .....19
Implementing process of structural review in
IOM………………………………………...22
References……………………………………………………..
…………………………………….23
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Section 1
Introduction
A brief introduction about the organization considered helps to understand
the issues discussed in this report such as change, bureaucratic
organizations and forms of organisational development.
The report covers the background and reason behind the change and to
what extent the change is necessary in the present economic context. As
mentioned in the executive summary the bureaucracy has been defined
and strengths and weaknesses of bureaucratic organizations are
discussed. The comparison between various forms of the organizational
development have been discussed and suitability to IOM has been
assessed.
With 127 member states, a further 17 states holding observer status and
offices in over 100 countries, IOM is dedicated to promoting humane and
orderly migration for the benefit of all. It does so by providing services
and advice to governments and migrants.
IOM activities that cut across these areas include the promotion of
international migration law, policy debate and guidance, protection of
migrants' rights, migration health and the gender dimension of migration.
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Mission
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and as relates to the needs of individuals, thereby contributing to
their protection.1
10. To undertake programmes which facilitate the voluntary
return and reintegration of refugees, displaced persons, migrants
and other individuals in need of international migration services, in
cooperation with other relevant international organizations as
appropriate, and taking into account the needs and concerns of
local communities.
11. To assist States in the development and delivery of
programmes, studies and technical expertise on combating migrant
smuggling and trafficking in persons, in particular women and
children, in a manner consistent with international law.
12. To support the efforts of States in the area of labour
migration, in particular short term movements, and other types of
circular migration.
At the beginning of his term, the Director General set himself three clear
priorities for action;
Under the third point, the DG has introduced several initiatives to help
him assess and understand the needs and expectations of IOM staff,
including regional meetings/consultations, a global staff satisfaction
survey and an independent review by an external consultant. One of the
more consistent messages emerging out of these initiatives is the need
for a review of organizational structures to ensure that IOM has the
capacity to continue to full fill its mandate in the light of evolving internal
and external circumstances.
6
The SRT functions independently and is composed of IOM staff members
representing diversity in areas of experience, expertise, cultural
sensitivity and regional perspective.
The management believes that this will provide better value for the
donor’s funding and provide best possible service for its beneficiaries. On
the other hand this will improve transparency, openness, accountability
etc.
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Section 2
Bureaucratic management
The industrial revolution that started in the late eighteenth century, lead
to the demise of small local craft workshops in villages and to the growth
of large centralized factories in towns. These 'new forms of working'
created immense challenges for the ways in which work was organized
and managed.
As mentioned above the present structure of IOM is decentralised
however bound and controlled by laid down policies and procedures which
are some how ensures the uniformity and consistence applies in
implementation of plans and projects including in general administration
and resource management. Structurally IOM has a Tall and matrix
structure which has many divisions communication layers and need for
more coordination amongst various divisions. The cross functional nature
of various divisions collectively requires a communication string which is
time consuming and causes delay in response. The rigidity caused by this
nature demands a delegation of power and coherence nature of head
quarters and field level structures.
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proposals submissions to various donor governments and speed of
response in emergency situations. As a result the image of the
organization in the field level will get tarnished as labelled as slow
responder.
-The motivation of employees drops because of the lower level of
delegation of duties and responsibilities and lower empowerment. The
rule and regulations will control the organizational responsiveness in field
contexts which has its own constrains with regard to local political, legal,
economical, migration systems and existing local players in the industry.
Briefly speaking, in this report we are discussing not persons but systems
of social organization. We do not mean that the post-office clerk is inferior
to anybody else. What must be realized is only that the strait jacket of
bureaucratic organization paralyzes the individual's initiative, while within
the capitalist market society an innovator still has a chance to succeed.
Organizational development
“Organization Development is an effort planned, organization-wide, and
managed from the top, to increase organization effectiveness and health
through planned interventions in the organization's 'processes,' using
behavioural-science knowledge.”
- Beckhard, “Organization development: Strategies and Models”, Reading,
MA: Addison-Wesley, 1969, p. 9.
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environmental impacts the strategies formulated by the organization
should be compatible to maximise the outcome of those strategies. There
are various forms of organizational development such as planned and
structured organizational development, Emergent organizational
development and opportunistic organizational development.
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the decisions might create out comes with negative impacts and tarnish
the image and financial position of the organization.
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Section 3
Stakeholder Analysis
Stakeholder Analysis is the technique used to identify the key people who
have to be won over. IOM then use Stakeholder Planning to build the
support that helps IOM succeed.
• IOM can use the opinions of the most powerful stakeholders to shape
projects at an early stage. Not only does this make it more likely
that they will support IOM, their input can also improve the quality
of project
• IOM can anticipate what people's reaction to project may be, and
build into plan the actions that will win people's support.
After IOM have used this tool and created a stakeholder map, IOM can use
the stakeholder planning tool to plan how IOM will communicate with each
stakeholder.
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The steps of Stakeholder Analysis are explained below:
1. Identifying Stakeholders:
The items below show some of the people who might be stakeholders in
job or in projects:
• The public
• Employees
• Management
• Donors
• Beneficiaries
• The press
• Analysts
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2. Prioritize Stakeholders:
IOM may now have a long list of people and organizations that are
affected by work. Some of these may have the power either to block or
advance. Some may be interested in what IOM are doing, others may not
care.
Figure 1
Someone's position on the grid shows IOM the actions IOM have to take
with them:
• High power, interested people: these are the people IOM must
fully engage and make the greatest efforts to satisfy.
IOM now need to know more about key stakeholders. IOM need to know
how they are likely to feel about and react to project. IOM also need to
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know how best to engage them in project and how best to communicate
with them.
Key questions that can help IOM understand stakeholders are:
• How do they want to receive information from IOM? What is the best
way of communicating message to them?
• If they are not likely to be positive, what will win them around to
support project?
• If IOM don't think IOM will be able to win them around, how will IOM
manage their opposition?
Donors- The main donors of IOM who are various governments and
clusters of countries such as European union, European commission of
humanitarian office and other private donors. These sector of
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stakeholders are more concern about the fund disbursements and
implementation of projects in fair manner without waste of resources and
for the right purposes. By the structural review it is ensured that there is
no over consumption of resources with regard to administration of project
implementations and project development.
Structural review enhances the ability and capacity of the staff structure
in effective and efficient delivery of services to the target beneficiaries.
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Section 4
Change management
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Quick change prevents proper consultation and involvement, which leads
to difficulties that take time to resolve.
For complex changes, refer to the process of project management, and
ensure that IOM augment this with consultative communications to agree
and gain support for the reasons for the change. Involving and informing
people also creates opportunities for others to participate in planning and
implementing the changes, which lightens burden, spreads the
organizational load, and creates a sense of ownership and familiarity
among the people affected.
See also the excellent free decision-making template, designed by Sharon
Drew Morgen, with facilitative questions for personal and organizational
innovation and change.
To understand more about people's personalities, and how different
people react differently to change, see the personality styles section.
For organizational change that entails new actions, objectives and
processes for a group or team of people, use workshops to achieve
understanding, involvement, plans, measurable aims, actions and
commitment. Encourage management team to use workshops with their
people too if they are helping IOM to manage the change.
IOM should even apply these principles to very tough change like making
people redundant, closures and integrating merged or acquired
organizations. Bad news needs even more careful management than
routine change. Hiding behind memos and middle managers will make
matters worse. Consulting with people, and helping them to understand
does not weaken position - it strengthens it. Leaders who fail to consult
and involve their people in managing bad news are perceived as weak
and lacking in integrity. Treat people with humanity and respect and they
will reciprocate.
Be mindful that the chief insecurity of most staff is change itself. See the
process of personal change theory to see how people react to change.
Senior managers and directors responsible for managing organizational
change do not, as a rule, fear change - they generally thrive on it. So
remember that people do not relish change, they find it deeply disturbing
and threatening. People’s fear of change is as great as own fear of
failure.
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facilitate and enable change, and all that is implied within that
statement, especially to understand the situation from an objective
standpoint (to 'step back', and be non-judgemental), and then to help
people understand reasons, aims, and ways of responding positively
according to employees' own situations and capabilities.
Increasingly the manager's role is to interpret, communicate and enable -
not to instruct and impose, which nobody really responds to well.
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Change management principles
1. At all times involve and agree support from people within system
(system = environment, processes, culture, relationships,
behaviours, etc., whether personal or organisational).
2. Understand where IOM/the organisation is at the moment.
3. Understand where IOM want to be, when, why, and what the
measures will be for having got there.
4. Plan development towards above No.3 in appropriate achievable
measurable stages.
5. Communicate, involve, enable and facilitate involvement from
people, as early and openly and as fully as is possible.
Time and again it has been proved that imposing change of any
magnitude all on a sudden is not the proper way. There needs to be a
proper method to bring about it. Business process reengineering is one
scientific study that helps organizations largely to analyse the viability of
not only ERP but any other dynamic change.
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effected.
Hope and Hope (1997) outline 10 key management issues for the third
wave.
1.Strategy
-Cease to focus on downsizing.
-Learn to think 'outside the box' and be innovative.
-Trust and empower management teams to think and act strategically.
-Develop core competences and avoid rigidities.
-Create alliances and economic webs with suppliers and customers to
lever economic value.
2.Customer value
-Value propositions are of three sorts:
-Product leadership (technical content and speed to market)
-Operational excellence (low-cost, high-quality, service)
-Customer intimacy (customisation, relationships)
-Select, pursue and retain customers that can match the value proposition
put forward by the firm.
3.Knowledge management
-There are three sources of knowledge assets:
-Human capital and competences of staff
-Internally stored data and information system capability
-Market and externally related such as customer loyalty, brands and
network relationships
-Management must retain and leverage this knowledge to gain
competitive advantage.
4.Business organization
-Move from hierarchies to networks and emphasise processes and teams.
-Recognise the organisation as a social structure (i.e. not as a machine)
and keep people informed and motivated.
5.Market focus
-Cease to pursue volumes to increase profits.
-Identify the worthwhile and profitable customers.
-Firm's capital is relationship with the customer.
6.Management accounting
-Acquire know how to analyse product, customer and service profitability.
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-Use accounting to help improve processes.
-Move to more relevant accounting systems.
9.Productivity
-Move beyond seeing productivity as return to fixed capital assets.
-Create right culture, recruit right staff, provide information, empower and
allow them to share in the benefits.
10.Transformation
-Recognise the failings of the second-wave model:
-Emphasis on productivity of physical capital
-Seeing staff as costs to be minimised
-Rigid command and control styles of management
-Profit through cost-cutting and volume increases
-Manage change to third-wave model.
-Query the value of 'second-wave' management education.
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5. Empower actions - Remove obstacles, enable constructive feedback
and lots of support from leaders - reward and recognise progress
and achievements.
6. Create short-term wins - Set aims that are easy to achieve - in bite-
size chunks. Manageable numbers of initiatives. Finish current
stages before starting new ones.
7. Don't let up - Foster and encourage determination and persistence -
ongoing change - encourage ongoing progress reporting - highlight
achieved and future milestones.
8. Make change stick - Reinforce the value of successful change via
recruitment, promotion, and new change leaders. Weave change
into culture.
The above process such as BPR and Kotter’s eight step change model can
be adopted by IOM in order to manage change with minimal resistance
provided that each stakeholder group gets addressed accordingly. By
addressing the key management issues in change management and to
compete in third wave IOM can ensure the delivery of its services
according to the specifications of the donor preferences, Value for money,
budgetary control, and benefit to the society and the host communities
along with satisfying the Governments.
Implementing process of structural review in IOM.
Step 1- Making people to move-which has been already addressed and
started by the headquarters by the Director general via collecting
feedback and suggestions from All IOM managers and staff.
Step 6-Set short term targets comprises of parts of strategic plan of this
review.
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CONCLUSION
The change needs addressed in the section 1 and discussed the strengths
and weaknesses of the bureaucratic organizations. The various alternative
forms of Organizational development has been analysed and I recommend
that IOM should adopt the planned strategic change with its structural
change along with addressing the interests and implications of and to its
stakeholders and involving them in to the process of change and
development and make it participatory and make it successful. The
process models discussed such as BPR, Kotler’s 8 step change model IOM
could implement the structural review change and enjoy the benefits of it.
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References
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