Organisational diagnosis for effective functionality academic essay assignment -
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Assignment No: 1 1
Analysis of the question, “what you think are the main things to look at or for in
an organization to assess or diagnose how effectively it is functioning.”
Name
University
Professor
August 10, 2009
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Assignment No: 1 2
Abstract
In this paper we have a study of the main things to look at or for in an organization to assess
or diagnose how effectively it is functioning. We focused on the organizational structure with
five major components like culture, people, performance measurement, processes and the
decision making structure. Based on these things we can clearly evaluate the efficient
functioning of an organization. In the paper we have deeply analysed the elements of efficient
functioning of an organization by having interviews from different organizational levels.
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Assignment No: 1 3
Summarizes or lists what are your and their responses to the elements
involve in proper functioning of an efficient organization.
In order to determine if your organization is running effectively and efficiently, there
are certain factors that need to be considered. There are five major interrelated components
that determine the efficiency of an organization. The first component measures the clear
vision and the priorities in the presence of the cohesive leadership team. The second
component for an efficient company is the decision making and structure. This component
leads to the clear roles and accountability for the decisions an organizational structure that
should be aligned with the objectives and gives them a strong support. Third measure to
diagnose the effective functioning of an organization is the people related to that
organization. There should be necessary organizational and individual talent, strong
performance measure, feedback system, and incentives that should be aligned with the
organization‟s objectives. Fourth most important functionality that requires being monitor in
an efficient organization is the work processes, the systems of operations, and strong
communications. To be efficient they must be superior execution of programmatic work
processes, and the organization should have effective and efficient support processes and
systems. Finally, in these components, wheel culture should have „High performance‟ values
and behaviours. Organization should have a capacity to change according to the potential
environment.
Regarding the interviews responses, the CEO of an organization emphasizes on setting
objectives and achieving them leads to the success. He stated that an organization should be
competitive, cost effective, sensitive to the public opinion, and continuously innovative to
align with the rotating cultures and needs (Anonymous, personal communication, August, 02,
2009). The Academic Coordinator (A mid-level manager) responded that there must be
successful delivery of product and its features (EFL program), then it needs Accreditation by
the Commission (BOD), afterwards it should have strong feedback system for the purpose of
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Assignment No: 1 4
the evaluation of the product and its services. And lastly the foremost component that is
essential for the efficiency is the retention of the potential customers and their loyalty
(Anonymous, personal communication, August, 04, 2009). At the supervisory level (Director
of Admission), she responded that there are countless measures for this purpose. It should be
the strong feedback system, bottom line focused and smooth operations and good
communications at different levels. Similarly it should also be profit oriented to have good
compensation for its services (Anonymous, personal communication, August, 04, 2009). The
final respondent from the contributor level (Security) was very straight forward to the
question and responded about rewards, compensations, appearances, etc (Anonymous,
personal communication, August, 06, 2009).
Compares and contrasts the different responses
I found some differences in the interviews by different levels, for example the CEO and
higher level management have major focus on the management, goals, objectives and strategy
while lower level management focuses on the attire, work management, pays, compensation
and equal employment opportunity etc. Some of other differences were like these, the CEO
focused on the innovation as well as the sensitivity to the public opinion that others didn‟t.
The middle level manager was more focused about his program rather than the overall
efficiency. As the CEO responded that an organization should focus on the objective and
goals setting and make a strategy that lead it to achieve it. These issues were only focused by
the CEO. But when it comes to the other levels, the academic coordinator responded that they
should retain students that are indirectly an objective to gain loyalty and its execution by
strategy is the retention of the students. By retaining students it leads to achieve defined
goals. When this question was asked from the supervisory level, director of admissions
responded many factors in which the most significant was the profits. Similarly, the CEO also
stated that an organization must be competitive and cost effective. In a nutshell we can say
that it also focuses on the profits that are the main charm behind every business.
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Assignment No: 1 5
Then all of the hierarchical levels confirmed what I believe, that a focus on strong
feedback, communication and smooth operations to determine an organization‟s efficiency. It
is because the strong feedback system and communication make an organization more
customer focus. And the customer focus enables development of programs tailored to a
population‟s needs and able to get desired results. Similarly when you have clear focus by
objectives, it enables accountability for results by customer group and also enables it on most
important customers and markets. By these explanations we get that the words used by the
four different respondents from different organizational levels were different but the desired
results, theme or logic behind them was similar. As we see, no interviewee responded
comprehensively. If something is cover by one interviewee that was missed by other. But in
my response to the question, I tried to state all of the factors for an efficient organization that
it should possess. As a result if I want to diagnose effectively, I have to take all the five
components along each other and missing even one thing may betray us from the right track.
Briefly reflects on why there may be similarities and/or differences
As described above the responses taken from the different level have a strange feature
that the all the responses were different in words and structure of the explaining but the roots
of all of them go to the same central point. There are certain reasons for these similarities of
the logic and the difference in the structure of the words. When we go to a hierarchical
organizational level, we find different level of authorities and expertise. It is for sure that in a
given situation, it differs considerably among various levels in an organization or various
types of enterprises. But the focus of all the levels remains to same root or point. Because
organizations and the hierarchical levels operate differently, they have different strategies.
They may differ in problems and operations. For example the top managers have conceptual
and design abilities and human skills, but there is relatively little need for technical abilities
as compare to the middle level management. Take a look on this difference for a better
understanding that the CEO focused on the innovation that others didn‟t. The middle level
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Assignment No: 1 6
manager was more focused about his program rather than the overall efficiency. In the middle
level, they need a high level of expertise in the field and innovative thoughts but when it
comes to supervisory and individual levels they simply have limited context. At lower level
people have just responsibilities of the work assigned to them. But the root remains same for
all. Lower level individuals also contribute to achieving company‟s efficiency, profits and
attain objectives. That is why we get different sets of words and they were all having same
root and results. So the organizational levels lead them to answer different set of words
according to their scenario but they all try to contribute to their main objectives.
Comments on what you may have learned from this assignment
I got a lot of suggestions and advice from the interviewees and learned a lot from this
assignment. After completing this assignment, I have learned a lot to look for an
organization‟s factor that leads it to the efficient functionality and its optimal approach. I got
different views. When I analysed by reading about efficient organizations structures, I come
across these potential principals for an efficient organization, first of all there are five major
component of the efficient design of the organizations that are: leadership, decision-making
and structure, people, work processes and systems and culture. These are the potential
component that reflects the efficiency of an organization that I got from my readings.
According to first principle one organization must consider all five components of the
“wheel” because some organizations have a common misstep to focus on structure alone as
the solution. While one should give equal importance to every component. Second main point
is this that all of the five components must align to one another because one element that
“doesn‟t fit” can limit the performance of the whole system and finally according to my point
of view that it should have perfect alignment with the strategy and objective to the
organization. It is because every Organizational strength and weakness influences the range
of feasible strategies; in turn, organizations should evolve with any new strategic direction.
So they should go along with each other.
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Assignment No: 1 7
Appendix
The following are the responses of the individuals from the four different levels
mentioned in the assignment:
Near the “top” of an organization or major division of a large, complex
organization (CEO): One should look at the organization's set of objectives, and the degree of success made in
achieving them. An organization must be both competitive, and cost effective. It must
ensure its own survival through constant innovation and periodic evolution. It also should be
sensitive to the public opinion. An assessment of the organization bearing in mind the above
factors can provide a good indication of its effective functioning. Employees and customer
feedback to products is also mandatory to have a look for our wrong and good ways of
businesses. A flow of good communications among different level of an organization also
keeps it efficient.
A mid-level manager (Academic Coordinator):
Ways to Assess the Effectiveness of the EFL program:
Successful delivery of English language instruction
Successful delivery can be determined at the end of a semester by:
o how well students meet the performance objectives stated in the curriculum;
o comparing students‟ entrance and exit test scores;
o Tracking students‟ success when they enter a university program.
Accreditation by the Commission on English Language Program Accreditation
Program Questionnaire and Student Evaluation of Teaching
At the end of each semester both the program and individual teachers are evaluated by
the students. Results are given to the faculty after the semester has ended.
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Assignment No: 1 8
Student Survey as a component of Curriculum Reviews.
Each year the program conducts a curriculum review and as a part of that review,
students are asked to complete a survey on a particular component of the curriculum.
Student retention rate
Typically about ¼ of our students are continuers, but that percentage has been on the
increase over the past few semesters. For our summer program about 50% of the
students were continuers.
The supervisory level (Director of Admission):
In order to determine if your organization is running effectively, you could take countless
measures. As a supervisor, I believe you have to listen to your employees‟ comments and
ideas within the organization and know what other similar organizations are doing. Smooth
operation and good communication are essential. In organizations that are not bottom line
focused, this can be seen by evaluating the customers that they serve by surveying for
customer feedback. However, in organizations that are bottom line focused, you need to look
at its balance sheet which will normally lead to its financial statement.
The individual contributor level of an organization (Security):
Supervisory of staff
Rules and regulations
Appearance
Evaluation of a worker
Communications
Productivity
rewards
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