Several factors may necessitate change in an organization. However, the employees or staffs whom the change affects either directly or indirectly by the respective change introduced or initiated may resist change.
This requires facilitation to ensure appropriate and successful implementation of the change, and the expected results achieved.
Several methods can facilitate change. However, the choice of the way to use depends on the Organizational needs and the change to implement.
Considering the situation of BITEME, it requires soft system methodology to implement the change effectively. Soft system methodology enables an organization to address the real conditions affecting the operation or development of the respective organization.
It is through consistent growth that an organization can achieve its goal of increasing the level of returns. The soft system methodology suits BITEME because it intends to expand and establish entities in all countries in the globe.
Furthermore, they intend to enhance the quality of their products and introduce new products to the market. The organization faces the challenge of staff development and improvement of team or group work within the organization.
These are real-world issues, which several companies work to address and avoid disappointments. The perception that soft system methodology deals with soft problems only is wrong because it deals with both hard and soft problems.
However, it adopts a different approach towards problem-solving; soft system methodology simplifies problem-solving process.
Adoption of the soft system methodology is beneficial and appropriate considering the nature of the problems that it addresses. The company requires the development of a strong and competent team through training and development programs.
Secondly, the company has a growth strategy that it requires to achieve within the next 15 years. Furthermore, BITEME plans to introduce new products in the market and improve the quality of its existing products in the market, which is a challenging task.
Finally, the company intends to develop an effective human resource system, which can motivate, assess and evaluate the performance of employees. Moreover, the system can attract potential and talented employees. Soft system method controls these issues because they are real issues, which require effective strategies.
Change is the process of introducing new methodologies or factors in a system. Operations enhancement requires deployment of useful variations. The business environment is dynamic and needs an effective operation and management method to address the external factors of the business environment effectively.
Management is concerned with the development and successful operation of an organization. The success of failure of an organization is directly associated with the quality of management within an organization.
The management team develops and establishes effective strategies, which employs implement within the organization to enhance efficiency. On the other hand, it is the duty of employees to implement strategies in an organization.
Therefore, the process of developing, establishing and implementing strategies requires an effective and competent human resource team. BITEME has a plan for developing and enhancing the quality of its human resources in the company.
There are several steps that the company can adopt to enhance and improve the quality of its human resources. The General strategy of improving the quality of human resources is through training and development programs.
However, the cost of training and developing human resources is costly, which requires an effective and appropriate strategy to ensure that although a company is training and developing its human resources, it does not incur losses or affect the expected or forecasted profit levels.
Human resources are the most important resources in an organization. The nature of the human resources determines the returns levels of an organization and efficiency in operation.
BITEME management should develop strategies that enable the company to attract potential employees. Attracting prospective employees is not an easy task.
This is due to the increased competition in the labor market. In the recent past, the business environment has changed, which has led to intense competition among companies in the global climate. Companies that provide realistic and favorable pay packages attract potential and talented employees.
Moreover, employees are attracted to an organization if the employer provides security for employment, development opportunities and job satisfaction. BITEME should develop and effective human resource system to address the challenges of human resources within the organization.
An organization’s response to uncertainties and challenges in the business environment are due to the quality of human resources within the respective organization. Acquiring and retaining qualified and talented human resources in the business environment is not easy due to the increased competition.
Moreover, training cost of developing and nurturing the skills of existing employees is almost unavoidable because companies must make profits to continue with operations in the global market.
The human resource system responds to the human resource needs of an organization. BITEME requires attracting employees from colleges and higher learning institutions to its employment base.
This is possible through the development of strategies that enable competent and talented potential employees within colleges and higher learning institutions to easily access information about the organization. Several factors attract employees to an organization, but the main factor is job satisfaction.
BITEME should develop the human resource system to an extent that it offers and guarantee job satisfaction of its employees in the organization. A company can adopt several strategies to enhance job satisfaction among employees.
BITEME should develop strategies that can motivate employees such as bonus and promotional programs, which are not existent in the company. Employees are motivated if an organization appreciates their hard work.
The best way to appreciate the hard work of an employee is establishing a policy that provides competent employees with bonus pay and or promotions. This will motivate employees to work hard to for recognition by the company. This will also contribute to the achieving the goals and objectives of the company in the end.
Promotional strategies developed should also increase the number of supervisors within the company. The ratio of employees and supervisors is unreasonable. This has contributed to a lack of motivation among the employees too.
The ratio has also affected the competency and quality of the human resources within the organization.
It is the duties of the management team within an organization to develop strategies that can enable an organization to improve its team and enable them acquire the expected and required knowledge and capability towards the achievements of its goals and objectives.
Assessments of the individual performance of employees within an organization are essential because it enables an organization to determine the training and development needs of its team. An organization cannot determine the training needs of its employees if the appraisal system used in the organization is not valid.
BITEME has an appraisal system, which is not consistent and cannot enable the management team to assess the capabilities of the employees effectively. Therefore, the company should develop, implement, and establish a practical and realistic appraisal system. Human resource system should incorporate this strategy.
An appraisal system should be able to assess the individual capability and teamwork capability. This can enable an organization to determine whether it requires providing personal training or group training.
Moreover, it enables an organization to determine the ability and possibility of achieving the goals and objectives of individual projects within the company.
Determination of the capability and competency of employees within an organization enables the respective organization to determine the projects that it should initiate.
Organizations should initiate projects that its employees or human resources have the required competency and knowledge to implement. BITEME intends to enhance customer services, expand to other countries globally, improve the quality of its existing products and introduce new ones in the market.
The company should pursue the projects after carefully assessing and appraising its employees to determine if they have the required knowledge and experience to enable the company to achieve the objectives of the projects or not.
Moreover, it will enable the organization to determine the training needs of the employees to allow them to achieve the goals and objectives of the projects that they intend to initiate.
Performance appraisal is essential in case a company expects to initiate a new project because it will enable the respective organization to start projects whose goals and objectives are achievable by the human resources available in the organization.
The achievements of the goals and objectives of individual projects within an organization are determinants or measures of success of respective organizations.
Development of an effective human resource system is essential because it enables an organization to design an appropriate job specification and design. The duties of employees at BITEME are confusing. The company lacks an effective human resource system to design jobs with relevant duties and responsibilities.
Well-designed jobs eliminate the possibility of a power struggle or clash in supervision among other problems associated with poor designing of jobs in an organization. BITEME should outline the duties of individual employees within the organization.
There are several employees from different levels who conduct or transact the same duties and responsibilities, which make supervision and conducting performance appraisal difficult in the company.
It is not easy to conduct a useful performance appraisal in an organization if the duties and responsibilities of employees within an organization clash.
Therefore, BITEME should redesign the duties and responsibilities of individual employees within the organization to enable clear outline of the duties and responsibilities of individual employee within the company.
This will enable the company to conduct a useful performance appraisal because it will enable each employee to be accountable for specific tasks within the company.
The company has a strategy of enhancing the quality of its existing products, introducing new products, and expanding and establishing branches in all countries in the globe. Considering the nature of the objectives of the company, they can be termed as projects.
However, the projects that the company aims to achieve are multiple. Managing multiple projects within a portfolio is not easy, which usually contribute to the collapse of several projects and failure of an organization in the end.
Management of multiple projects is a challenge for most organizations due to several reasons; for instance, the limited nature of resources.
Organizations have limited resources, which require an effective and appropriate management. Therefore, BITEME should develop and adopt an effective and proper Project Portfolio Management System.
The Project Portfolio Management System will assist the company in several ways towards the achievement of its goals and objectives. BITEME expects to achieve its projects within the next 15 years.
However, they run at the same time and require different resources to enable the achievement of the goals and objectives of the individual project, but lead to the success of the overall goals and objectives of the organization.
The individual goals and objectives of the projects lead to the achievement of short-term goals of the company, which combined summarizes the goals and objectives of BITEME.
The adoption of the Project Portfolio Management System will enable the useful analysis and management of risks associated with individual project within the portfolio. Different projects have different risks, which affect their successful completion in the end.
Risks pose threat to the implementation and completion of projects. Organizations must assess the risks that are associated with individual projects before initiation to determine the most appropriate strategies to adopt to ensure that they function without setbacks.
Project Portfolio Management System enables an organization to evaluate all the risks that are associated with all the projects within the organization and universally address them. This can allow an organization to assess the risks and share them evenly effectively.
Risk-sharing can enable the achievement of the goals and objectives of the individual projects within the stated deadlines or periods. Moreover, it can allow an organization to determine the appropriate measures to adopt to address the risks that can affect their operation effectively.
Project Portfolio Management System enables an organization to centralize the operation of the projects. Organizations that manage multiple projects tend to decentralize the management of the respective projects, which also affects the achievements of the goals and objectives of individual projects.
Centralization of the projects of BITEME, which are enhancing the quality of existing products, introducing new products and expanding to all countries in the globe, can increase the possibility of achieving their goals and objectives within the stated deadline or period.
Centralization of the management of the projects will benefit the company in several ways, for instance, easy supervision. Centralization enables an organization to manage and supervise its projects or programs easily.
Furthermore, the centralization of projects enables regular supervision because the functions are at the same point, hence easily accessible. This can allow the organization to monitor and evaluate the progress of individual projects at the time.
This can enable the respective organization to amend, change, or drop projects that do not conform or adhere to the overall goals and objectives of the company. Moreover, centralization can also enable the company to forecast on the possibility of achieving the goals and objectives of individual projects within the portfolio.
Different projects require different resources to implement. However, there are certain resources that are universally required by all projects for implementation. Business entities, profit-making and non-profit have limited resources. They are required to use the limited resources to achieve their goals and objectives.
Organizations managing multiple projects, such as BITEME face the problem of appropriate allocation and sharing of resources equally among the projects towards their completion.
Adoption of the Project Portfolio Management System will enable BITEME to allocate resources appropriately among the projects within the portfolio.
Although all projects within a portfolio contribute towards the achievements of the goals and objectives of an organization, they have priorities depending on the nature and importance. Important projects are prioritized and allocated adequate resources that can enhance their completion.
Project Portfolio Management System enables an organization to determine the essential projects and prioritize their implementation. Adoption of the system will enable BITEME to determine its essential projects and prioritize initiating and completing them.
Moreover, it will enable the organization to determine the required resources for the completion of respective projects within an organization. Important projects may require more resources for initiation and successful conclusion. This can be determined through the adoption of Project Portfolio Management System.
Implementation of Project Portfolio Management System enables an organization to uphold its culture while working towards the achieving of the goals and objectives of individual projects. Allocation of resources among multiple projects is not easy in case their management is decentralized.
This can also lead to misappropriation of resources. Effective management of resources’ application within organizations managing multiple projects if the management is centralized eliminates or minimizes the possibility of resource misappropriation.
Furthermore, effective use of the limited resources of an organization can lead to the increase of return levels. Therefore, the adoption of the Project Portfolio Management System will enable BITEME to allocate its limited resources among its projects within the portfolio appropriately.
The proposed changes can enhance the performance of the company. These strategies and recommendations will enable BITEME to achieve its goals and objectives within the stated deadlines or periods. However, other factors may hinder the company from achieving the objectives.
As indicated in the force field analysis, there are certain factors that hinder change. Therefore, an organization must develop strategies, which can counter the forces or factors against change to realize its dream.
The company may face challenge of resistance from employees within the organization, for example, from project managers.
Project managers, in most cases, resist the implementation of a Project Portfolio Management System because they fear it might affect their job, but the function of project portfolio management is to compliment the work of project managers.
Furthermore, other employees may resist change, especially those who suspect that the proposed change may affect them directly or indirectly.
Therefore, BITEME should prepare to educate and re-educate its employees on the proposed changes before implementation and initiation because they affect changes within the organization.
Attainment of adequate knowledge on proposed changes within an organization reduces or minimizes resistance to change, which is essential towards change initiation and implementation.