The Strengths And Weaknesses Of Bureaucratic Organisations Information Technology Essay

Background to change (P1) Change is the alteration of an organization’s environment structure technology, or people with regards to the global market. Moreover change is a reality for any organization. Thus change can be considered as an engine or powerful force which controls the economy of the country. Moreover it is like a new project building contractor or the rehabilitation maker or modifier of old projects and this change acts as the lifeblood of any successful business. The power of change is considered as most pervasive and subtle due to its effect on the business. jobs and other daily life processes. While it is easily taken into account in the world of physical changes like construction etc, we often fail to justify other concurrent effects of changes in the business, industry or even in our daily lives. So if we fail to adjust or recognise these forces of these changes these can lead towards productivity, lower efficiency and profitability and ineffectiveness which are personal. The intension of this section is to put few concepts about handling this change process. So in the business environmental aspects organizations undergo changes more frequently that ever before. These changes are a result of the factors that effect the quality and dimension of the performance of the company .Merging, acquisition, application of new technologies are a few parameters which can lead to the growing need of uncertainty in an organization. thus change is taken as the important step towards the decision of the top level of the management of organization and also the most ongoing, frequent process in an successful organization. Again less involvement of change process can effect the development of the organization. Thus change process actually boost the organization to regularize its balance within its workplace with the help of analyzing and studying the reaction of the workforce to find out their reaction and use method to handle them in future. The main reacting forces that make the ground for change come from various sources. In present years the market place has affected firms. Technology also creates the need for changes. In this present century the global world of internet, e-commerce have brought in various changes in the mode of the communication and also the selling of the products. The so called Managers are fond of saying that “change is the only constant” in their work. We can derive that either we manage change or we are managed by change. Managing change is thus defined as the planning and organizing of sequence of activities (staff meetings, informal conferences, memos, retreats, etc.), that promote administrative and staff interaction which move towards desirable changes in policies, programs, organizational culture, physical environment, procedures, or relationships. These changes in companies often lead to more cost-effective operations, efficient, better morale or improved services.

In the case of In the case of Tech Mahindra we can see the changes in the current organizational policies. Tech Mahindra is a business transformation, global systems integrator and consulting firm focused on the telecommunication industry. With the merging technology of media and telecom, the changing portfolio of the telecom industry is becoming extremely competitive area.” As companies rapidly strive to gain a competitive advantage, Tech Mahindra helps companies innovate and transform by leveraging its unique insights, differentiated services and flexible partnering models. This has helped customers to reduce operating costs and generate new revenue streams. Recognizing that margins from connectivity are rapidly falling and that future growth in revenues and margins will only come from new applications, content and services, operators today are busy addressing business opportunities revolving around Commerce, Content, Convergence and Customer Experience to gain a sustainable Competitive Advantage”- tech mahindra.

Strengths and weaknesses of bureaucratic organisations (P2)

In the case of any Bureaucratic organization the lack of its innovative power is the main disadvantage. Here most of the processes and tasks are so much fixed that there is no time so innovation process is almost eliminated in bureaucratic organizations. Employees get demoralized as a result of lesser employee participation and involving in any process transformation. Human resource is not utilized in the fullest manner by optimizing creativity which is the prime disadvantage in bureaucratic structure of the organizations. Again Advantages include the increased control and monitoring of upper level management. It is the fact that the success of the organizations depends upon the wise decisions of top management. So if the top management is good, then results can be favourable and if the top management is not good then it can result in disaster. We can be argue on the fact that bureaucracies do fail on many forms as they embrace revolutionary ideologies, they fail even to provide their original service, they monopolize discursive space, they waste resources , they often act as though they are above the law, they distrust the democratic impulse, they eventually subvert the society’s values in which they operate. We can still say that the main advantage of a bureaucracy is that its clear, unequivocal level of deterioration alerts intelligent observers to the clear fact that a structural weakness has emerged in society.

Forms of organisational development (P3)

As in the case of Tech Mahindra we see a wide change in the new technological applications in the Information technology department and the required system which helps in the advanced floe of data and communication of the company which is a most interesting fact in the company. The use of Information technology will concentrate on the knowledge and growth of the employees with respect to the systems and information technology. This fact will look after the utilization of the IT related hardware and software implementations of new innovation with respect to the IT systems and computers. These changes will follow by the detailed training of the associated employees in the use of modern technologies and IT systems which will enhance their productivity and make them familiar with the functions and their job role. Introduction of these new technologies will focus on the recruitment of new employees with experience of these modern technologies who will be a better asset for the company. As there is no wrong or right thing with regard to reaction towards the change process but there are things which must be undertaken to coordinate the employees to help them to familiarise with this process and make themselves interested in much positive ways? So managers have to understand the feelings of their staffs and allow them to express opinions and their related difficulties in the change process. hence the managers can explain about the necessity for these changes and give them the idea of what is necessary for them. Managers are in a continuous process of making changes to gain success within the organization but its not the case in every situations where some managers struggle to achieve this success of change management. This is the most common difference in the characters of the people who shuffle around from companies to companies for the sake of job satisfactions and at last gets entangled in a role which is not expected by him and get frustrated out of it and turns to be most inefficient for the position. Although there are many nodes and programs about this change management but unlikely these knowledge can only be critically analysed when put into practice with priorities toward the change undertaken successfully inside the organization.

Systems developed for stakeholders in the introduction of change (P4)

The process of evaluating the change process and its implementation is an important job for the managers. Mostly manager believe that communicating with the staffs and stakeholder is enough for their job. However their can be many reasons for employees not becoming aware of the fact of changes at the first go. The actual fact is this information should be repeated continuously before it is cemented in their minds. This is mostly as a result of the employee’s readiness to react towards these facts depends on some factors. Efficient communicators judge these facts what and when a message is delivered. The foremost step toward managing change is creating awareness for the need of these changes and also creating a desire among the stakeholders. Communication with them will be typically constructed keeping in mind to develop business reasons for these changes and the risk associated with not changing. Similarly in each of the steps the level of interaction with the stakeholders should be designed to share the right message at the right time. Thus communication planning begins with the analysis of the audience, key facts, and the timing of those messages. Thus the change management team have to construct a communication plan that is focussed on the need of all levels of the organizations like front-line employees, supervisors and executives. Each stakeholder has particular necessities for information based on their role in implementation of these change. Here training in the milestone for the knowledge development related to the change process. So the Team members of the change management have to develop training requirement based on his knowledge, skills and behaviours necessary to implement these changes. These training will be the point of start for the project team towards training program development. There may be lots of approach to guide these changes out of which some are planned and explicit, while others may be unfolding, organic or implicit. Some of the policies work from future to the present. These involve forecasting and making plan for achieving these goals. On the other hand there are approaches from present to future like the identification of the current priorities involved and then address those priorities. Lots of people have different opinions and approach towards conducting these changes. In order to justify the changes in the organization and properly and start guiding it in the right direction in order to achieve success the change team should have a wider understanding of the systems, organizational structure and the effort related to this process. These also include the knowledge of the basic terms and the focus of the organization. This also requires the concept of the structure of the company and having knowledge about leadership and management of the organization. From the past we have learnt the use of different tools which is effective in the change management, which helps the managers to successfully understand and communicate about the organizations. Tools from systems theory and systems thinking especially are a major benefit.

Analysing and evaluating these change systems (P5)

The more interacting the change agent is working with the stakeholders of the organization, the more successful will be his effort to this change process. For the betterment of the projects it is necessary for the client to be more participative as he might not have the resources towards these participations. Whether there is a internal or any external changes coming into effect the change manager for this project along with all his stakeholders will maximise the priority for this change process and react to it accordingly. It may be a problem within the company or an exciting feature of success. together they will all gather the information , identify the findings, analyse it and derive conclusions from the collected information’s. Sometimes the data gathering method is very fast as in case of organizing a large planning meeting. These kind of the inventions are also dependent on the philosophy of the stakeholders and the change managers. As in the case of philosophy of appreciative inquiry the subscribers have the authority to conduct inventions, not only by finding the cause and number of problems in the company but also by organizing interviews to find the focus and necessity of the employees in the organization. Moreover people minimise the necessity of this discovery phase and go for the change management by putting on a comprehensive and ambitious focus for the required change. Many would argue for the fact that this is unethical to organize a project for change management without having the knowledge of the company’s current situation. Moreover Focusing most of the change efforts on achieving a robust vision, without at least using some careful discovery, often can be harmful to the organization because the project can end up dealing with symptoms of any current issues, rather than the main causes. Again projects can finish up by putting forward a wonderful vision with the help of motivating others. So when working to facilitate any major changes in an organization that already had the history of many issues its always necessary to begin from conducting discoveries importance for these change process.

Models for change (P6)

Thus the change management is a ongoing process is ongoing process with is concerned with various conditions which impact on the change process. Change is required for the necessity of ongoing experience and learning. In every case there is always something gained that can be put into use in case of future problems. During this process the company interacts with different types of stakeholder with different levels of knowledge and understanding. Managers are aware that it’s not so easy with coping up with peoples who does not have correct information about these changes. The employee’s relationship also eventually reflects as this process takes place. The associated fear and reasons for refusal to these changes are also understood. These facts helps the managers to effectively apply the analysis on other stakeholder who may suffer from similar problems in the future. This experience also helps the managers to improve any of his social skill that will be of help in the future. Creation of various plan of action is delighting experience for the managers as they become more systematic towards their planning activities. Moreover some plans are very systematic and comprehensive .while others deal with the expectations of integrating with each other. Thus a manager has to identify the various organizational gaps within the change management process and deliver efficient learning to its employees by

Diagnosing employees’ resistance to change management.

Help in employee’s transition through the change process.

Create a successful action plan for personal and professional advancement during change.

Develop a change management plan for your employees.

Now we will look into the ADKAR model for individual change management which was developed by Prosci. This model describes five required building blocks for change to be realized successfully on an individual level. The building blocks of the ADKAR Model include:

Awareness – of why the change is needed

Desire – to support and participate in the change

Knowledge – of how to change

Ability – to implement new skills and behaviours

Reinforcement – to sustain the change

While John Kotter has set out an eight-step strategy for change management:

Establish a sense of urgency.

Create the guiding coalition.

Develop a vision and strategy.

Communicate the change vision.

Empower employees for broad-based action.

Generate short-term wins.

7. Consolidate gains and produce more change.

8. Anchor new approaches in the culture.

But these are only a model – not reality of change and the psychological impacts on a given individual.  The change management model provides a vehicle for use to engage a conversation. As humans learn habits, these habits are formed with the repetition of the same task. Habits are developed to help in coping with the wide range of the available data which are gathered on a daily basis. Any change management process has to take this into account. In order to cope with this variety of process we develop habits which may be in the form of routine like our daily schedule at the start of the day. It is also applicable in the way we communicate with people. But when this organized structure gets changed it has a huge impact in our like style. It is not the case that the chair is placed in different direction or the flooring has a problem but the main issue is the break in the pattern which is imposed on the people. It is definitely a little thing but takes ages to resolve. As human being we are more prone to big changes but little things matter a lot to us. When a change process is imposed on us we feel we have little authority to decide for the change to happen and often react negatively. As companies development process we all need to help towards making this process a success. We should not force any change on the people but as a manager our role should be to encourage people to facilitate this change process.

Implementation process and outcomes (P7)

As the common sense suggest us that the world of technology always strive towards the changes in an organization with an age of competitive market. But we are noticing that Information Technology a powerful tool at modern age which has the capacity of developing new opportunities and options in the field which the organization does business on. The very beginning response from our innovative players was that it drives changes. All these technologies has the capability of transforming from one dimensions to the other at the work atmosphere If we take all these advantage together it behaves like a powerful tool that the organization require to be successful in this global advanced business environment. We will always find that the road ahead is difficult but if we think intensely we will realize nothing is impossible as few years ago the modern medical informatics were a dream to us but now is a part of our daily life as we are so much used to it. Our challenges will always be implemented according to our concepts and systems and they will run smoothly as possible, without wasting our available precious opportunities and resources because we ignored the pitfall of managing change.