Change management and development of organization is very difficult task. There are some model and theories assist the owner/manager to develop the organization. This paper will discuss about the different employees in new position, their responsibilities, and different types of motivational theories to development of organization, other theory to development of organization, change management model and potential leadership capability.

Critical review the Governance Review recommendation from the Case Study

From the review of case study, Erik should organize a formal meeting with all of employees which includes all new and existing employees provide a in depth briefing that what the organizational objectives and goals. The meeting must be segregated individual responsibilities and providing understanding individual responsibilities and accountabilities and give clear idea about whom direct and monitoring works, which is responsible to whom. The overall responsibilities and accountabilities are described blew;

Responsibilities and accountabilities of newly appointing staffs and existing staffs in the White Cloud Service

Claire as a Marketing Director:

Claire appointed as a marketing director so that he has some specific responsibilities and he is also accountable for this work (Kotler, 1980). Responsibilities and accountabilities of marketing director:

Ø Identify and contribute marketing effectiveness, short-term and long issues, provide information, recommend options and implement directives.

Ø Increase market share by developing marketing plans and programs and promotional supports.

Ø Maintain good relationship with customers, target key customers and invite them in annual meeting and good relationship with trade associations.

Ø Develop and provide short-term and long-term market forecasts by market research and interpretation of market data.

Ø Influence existing and future products by evaluating current and future market trends.

Ø Store and maintain marketing data and assembling marketing information.

Ø Maintain staffs by recruiting, selecting, orienting and providing training to employees.

Ø Develop staffs by education, opportunities and experiential growth.

Ø Maintain professional and technical knowledge by attending different workshops.

Muhammad as a Service Delivery Director:

The service delivery manager entails coordinating and directing the activities of the service delivery team to make sure set goals are achieved (Kotler, 1980). As a service delivery director Muhammad should have some responsibilities and accountabilities such as,

Ø Provide instructions to his subordinates

Ø Policy formulation to improve service quality

Ø Make polices to evaluation and approval of team member performance

Ø Coordinate among team to achieve objectives

Ø Provide training to employee to develop service quality

Ø Assess the individual collective performance and provide reward praise when necessary

Ø Organize meeting with his team members

Ø Participate in board meeting

Ø Eliminate unnecessary delivery process and administrative costs.

Jerry as a Strategy and Planning Director:

Strategic and planning has great impact on the organization, because organizational success depends on proper strategic and planning, (Jhon & Bryson, 2003), as strategy and planning director Jerry has some special responsibilities and accountabilities, these are:

Ø Develop specific strategy for White Cloud Services

Ø Develop short and long-term planning

Ø Develop strategic goals and identify ways to achieve these goals

Ø Economic and market forecasts

Ø Analyze business risks

Ø Analyze strategic proposals

Ø Make strategic suggestions

Ø Assist and coordinate strategic planning team

Ø Make strategy about how compete with competitors

Ø Make sufficient structure for strategic planning team

Fred as an Office Manager:

Office manager have some responsibilities, as an office manager Fred have to do the following work in the office of White Cloud Services, (Petersen & Glen, 2008):

Ø Maintenance all official activities

Ø Mailing to the specific person

Ø Make schedule of meetings and appointments

Ø Organizational layout and order of stationary and other equipments

Ø Repair of office and maintain office conditions

Ø Together with RH update and maintain office policies as required

Ø Coordinate office operations and procedures

Ø Coordinates with IT department different equipment

Ø Make sure that all items are invoiced and paid in time

Ø Manage, contract and negotiate official vendors and service providers

Ø Provide different support to visitors.

New Sales Director:

Sale is more risky and vulnerable task for sales director because tests and preferences are changed frequently, so that sales director has to be clear person and make proper strategy to come up radical changes (Petersen & Glen, 2008). Responsibilities and accountabilities of sales manager are following blew;

Ø Make strategy, tactics, profits plans and sales plans

Ø Make good relationship with clients and try retain them by providing different incentives

Ø Identify and report business opportunities and in target markets

Ø Represent organizational services in different conferences and trade fairs and networking even

Ø Identify new business opportunities

Ø Assist and oversee that sales team

Ø Review of monthly sales report and evaluate future sales forecasts

Education, Telecommunication and Retail to Existing Staffs:

White Cloud Services should arrange different types of educational programs to provide learning to the employees to increase organizational values and enhance the market share, to give opportunities to go participate in different events and seminars. They should make efficient telecommunication system by which employees can easily contact with each to another. By providing proper training White Cloud Services can increase the value of organization. They can arrange informal meeting to increase intimacy with one another employees, give opportunities to work in group.

Critical evaluation of the contribution that Erik has made to the development of White Cloud Service

Erik can apply leadership to development of White Cloud Service. There are many types of leadership style such as,

ü Autocratic leadership

ü Bureaucratic leadership

ü Charismatic leadership

ü Participative leadership

ü Transformational leadership

ü Directive leadership

ü Supportive leadership

ü Achievement oriented leadership

Above types of leadership, participative leadership is more appropriate for the present time. Erik can apply the participative leadership in the organization. It has some advantages such, in the participative leadership, the leader discusses with employees/sub-ordinates before taking major decisions, by these way employees and can understand the whole issues, employees think that they are important into the organization; they understand their work, so that they can give more emphasis on the achievement of organizational goals. In the modern age most of the organization follows this leadership, (Armstrong, et al., 1998). Erik can bring more success by apply the participative leadership and development of White Cloud Services.

Erik can take some action which increases the contribution of the staff and other stakeholders. Here, Erik can use the motivational theory to increase the contribution of the staff and other stakeholders.

Motivation: According to Myers (1996) “a need or desire that serve to energize behavior and to direct it towards a goal”. Motivation means some financial or non-financial incentive provided by organization to motivate those employees. White Cloud Services can apply motivaito0n theory to motivate new and existing employees in the organization.

Erik should think properly when implement motivational theory because low motivation give result of bad experience. Low motivations produce s lack of innovation, creativity, managing change, increasing performance, turnover, and absence and reduce organizational effectiveness.

MacGregor’s theory of human motivation and Maslow’s Hierarchy of Needs theory are discussed here

MacGregor’s theory of human motivation:

According the Macgregor (1960), employees in the organization are two types, one pessimistic and another is optimistic. On the basis of this he developed X and Y theory, and identify the characteristics of employees.

Theory of X, employees are generally pessimistic and they dislike working, so that coerce and punishment is required to accomplish the work:

Ø Dislike to do work

Ø Always try to avoid responsibility and need constant direction

Ø Need to controlled, forced and threatened to do work

Ø Need to direct in every steps

Ø No high ambition, and therefore need to be enticed by rewards to achieve objectives

On other hand Y Theory, employees are optimistic, positive, highly ambitious, participative and decentralized management style. They encourage a more collective trust based relationship. They are highly ambitious and no physical or forced required to apply for doing work.

Ø Employees happy to work and own initiative

Ø More participative in decision making

Ø Take greater responsibility and accountability

Ø Self-motivation to accomplish the work

Ø Search to take responsibility, need little direction to do work

Ø Seek challenging work

Ø Interest in problems in solving and creative work

Erik can develop the While Cloud Service by analysis the above motivation theory, at first he need to employees characteristics of employees and divide into two groups, then identify who are pessimistic and who are optimistic like, X and Y theory, then determine the which initiative required to apply to achieve organizational goals.

Maslow’s Hierarchy of Needs Theory

Hierarchy of Needs Theory developed by Abraham Maslow (1943), this theory identifies classical depiction of human motivation. There are five assumptions of needs according this theory within each individual.

Maslows Need Hierarchy Model

Figure: Maslow’s Hierarchy of Needs Theory

Source: (Gambrel and Cianci, 2003)

Physiological needs: It includes such basic needs such as, food, water, clothing and dwelling house. In other word, it includes some needs which basic requirement for life.

Safety need: it includes physical, emotional, environmental, physical safety and protection, job security, financial security, health security.

Social needs: It includes love, affection, care, friendship and belongingness.

Esteem needs: It includes two types of needs one is internal such as, self-respect, confidence, competence and achievement and other is external such as, recognition, power, status and attention.

Self-actualization need: it includes become what you are capable of becoming what you potential to become. It includes growth and self-contentment, desire for gaining more knowledge, social-service, creativity and aesthetic.

Erik can evaluate the needs of new and existing employees and identify the level of needs and identify them to above five categories and try to provide different types of incentives to satisfy the employees. Employees’ satisfaction is key indicator to organizational success. Erik can develop the White Cloud Service by identifying the employee’s needs and provide different types of incentives such as, financial or non-financial.

Above two motivational theories Erik should choose Maslow’s hierarchy of need theory to apply in the organization, it is more appropriate for this organization.

Biomatrix system theory

Erik can also implement the Biomatrix system theory to understand organizational development, management and change, (Jain & Others, 2008). This theory allows managers to diagnose deficiencies in the improvement and development of organization and provide principles to remove the deficiencies. There are 7 elements of this theory such as, ethos, aims, structure, governance, process, environment and substance. These 7 elements forced the organization in a specific way and shaping the organization. Each of elements plays different role in the organization, main point of this theory;

ü Each force of a system require to develop

ü Coherence between the seven forces of organization

ü Organization can be viewed from a knot perspective

ü Organization can create balance within itself, between inward and outwards

ü Analyzing organizational each activity

Erik can apply Biometrix system theory to make proper structure, identify deficiencies in the organization and then develop the appropriate principle to remove the deficiencies. This theory is more appropriate for present situation of White Cloud Services.

Four Concise bullet points recommending a specified Change Management Methodology for use at White Cloud Services

There are many type of change management module among them Kotter 8 steps change management is most appropriate, why it is more appropriate discuss blew:

Figure: Kotter 8 steps change

Source: (Kotter, 1996)

Step 1: Create Urgency:

For the White Cloud Services, it helps in different ways. Erik can develop a sense of urgency around th requirement for change, (Kotter, 1996). It helps the White Cloud Services spark the initial motivation to get things moving. By using this Erik can:

ü Identify future potential threats and develop a scenarios show what could happen in the future

ü Assess the opportunities that may be or could be exploited

ü Honest discussion with people and give dynamic and convincing reasons get thinking

ü Support from customers and outside stakeholders and other people by logical argument

Step 2: Form a Powerful Coalition

Erik should convince people that change is necessary; it often takes strong leadership and visible support from Erik in White Cloud Services (Kotter, 1996). Erik should identify effective change manager who are not traditional managers of organizational hierarchy. It helps the White Cloud Service by ways;

ü Identify true leader and key stakeholders

ü Commitment from key people

ü Make coalition by working with team

ü Identify the weak area of team and good mix of different department

Step 3: Create a Vision for Change

In this stage organization must create a vision for change, probably many great ideas and problems solving floating around make connection these concepts to an overall vision that people can grasp eiasly and can remember(Kotter, 1996). A clear vision is necessary because it helps to understand everyone what organization want to achieve.

ü Make fixed values that are central to the change

ü Make short summary that capture what manager see as the future of organization

ü Make strategy to execute vision Practice vision speech

Step 4: Communicate the Vision

4^th step is communicating the vision; it does not call special meetings but apply vision in every decision makings and solve the problems. It includes;

ü Often talk about change vision

ü Honestly and openly address concerns and anxieties

ü Implement vision in all aspects of operations

Step 5: Remove Obstacles

If organization follows above steps and reaches this point in the change process, manager in the organization build buy in from all levels of the organization, staffs in organization in this stage will be busy to achieve the benefits and this time Erik can empower staffs to execute vision.

ü Identify the leaders who main roles to deliver the change

ü Assess the organizational structure, performance, job descriptions and compensation system to make sure staffs are line with vision.

ü Rewarding employees for making change happen

ü Identify people who have main role in change and identify their requirements

ü Immediate action to remove barriers

Step 6: Create Short-Term Wins

It is necessary to test the change success, create short-term targets, then compare actual performance with targeted performance (Kotter, 1996); it makes clear that what effectiveness of change management is.

ü Look for project which implemented without any strong critics of the change

ü Does not choose any project which is more expensive, White Cloud Service can able to justfy the investment in each project.

ü Profoundly analyze the potential pros and cons of organizational targets

ü Provide reward to employees who help to meet targets.

Step 7: Build on the Change

Organization should not declare the victory in early, many project failed because of too early declaration (Kotter, 1996). In the organization a success gives an opportunity to build on went right and identify what can improve.

ü Every single win, analyze the win and what needs to improve

ü Set objectives to carry on momentum organization has achieved

ü Learning from idea of continuous improvement

ü Fresh idea about change and bringing leader and agent in change coalition

Step 8: Anchor the Changes in Corporate Culture

It is final stage to make any change stick; it would become part of the core of organization. Organizational culture determines values that must show day-to-day work. It is necessary to make sure continuous efforts change in every aspects of organization.

ü Talk about every progress, tell success stories in change process

ü When hiring new staffs includes change ideals and values

ü Recognize key employees in original change coalition

ü Create future plans if key leader or agents of change move on.

Erik can meet the change situation to apply the above steps.

Guideline for Change Management

ü Top management provide strong commitment

ü Understand the organizational culture

ü Make working environment for conductive change

ü Employees support what they assist to create

ü Evidence and data are powerful tools for achievements

ü Some employees who always act as champions of change , (Beer & Nohria, 2002)

A Reflection on your own Leadership Style

Leadership: A leader is any person who influences individuals and different groups within an organization, and helps them to establish of goals and guides them towards achievement of those goals, (Adair, 2009). Leaders have different type of capabilities, these are;

Commitment: When implementation requires high level of commitment leader involve in subordinate decision making.

Expertise: Leader seeks helps from sub-ordinates if he has lack of knowledge, expertise or information.

Decision significance: If any task is highly importance leader involved in that task, involvement of a leader is basically depend on type of importance.

Group support for goals: Leaders provide group support for achieving organizational goals and leader must be involved lf group support is low.

Likelihood of Commitment: Sub-ordinates go along with the leader decision then the involvement is less important for leader.

Team competence: When leader is more skilled, decision power can be delegated to more.

Self-Awareness: Leaders have ability to understand why decisions are made and how influence the sub-ordinates.

Accountability: Leader is accountable to his/her high position person, for making decision to influence others.

Intellectual Honesty: Leaders have to intellectual knowledge to easily influence the others

Conclusion: Erik can adjust with change by applying change management module that described above specially Kotter 8 steps; he also uses Biomatrix system theory for development of White Cloud Service. Erik also contributes development organization by assign new and existing employees in specific position and makes them responsible and accountable. Erik also can develop organization by following leadership style, that is participative leadership and bring organizational success by applying Maslow, motivational theory.

References

I. Adair, J, 2009, Effective Leadership - How to be a Successful Leader, Pan Books

II. Armstrong, M and Murlis, H (1998) Reward Management, 4th ed, Kogan Page, London

III. Beer, M., & Nohria, N. (2000), Cracking the Code of Change, Harvard Business Review, May to June 2000 Edition.

IV. GILL, R. (2011), Theory and practice of leadership. 2nd ed. Thousand Oaks, CA: Sage Publications

V. Goleman, D., What Makes a Leader?, Harvard Business Review, January – February 2004

VI. John, Bryson (2003). "What To Do When Stakeholders Matter: A Guide to Stakeholder Identification and Analysis Techniques" (PDF). London School of Economics and Political Science

VII. Robbins, S.P., Judge, T.. 2014, Organizational Behavior, 16th Edition. Pearson Learning Solutions

VIII. KOTTER, J. P. & SCHLEISINGER, L.A.,(2008), Choosing Strategies for Change, Harvard Business Review, July –August 2008 edition.

IX. Maslow, A.H. (1943). "A theory of human motivation". Psychological Review. 50 (4): 370–9

X. McGregor, D., “Leadership and Motivation: Essays”, MIT Press, 1966; 1969

XI. Philip Kotler, (1980) Principles of Marketing, Prentice -Hall,

XII. Greening, Jack (1993). Selling Without Confrontation. The Haworth Press, Inc. p. 23. ISBN 1-56024-326-0. Page image

XIII. Petersen, Glen S. (2008). The Profit Maximization Paradox: Cracking the Marketing/Sales Alignment Code. Booksurge in 1221. p. 176. ISBN 978-1-4196-9179-9

XIV. Gambrel, P. A., and Cianci, R. (2003). Maslow's hierarchy of needs: Does it apply in a collectivist culture. Journal of Applied Management and Entrepreneurship, 8(2), 143.

Leading Business Organization