Steps in Managing a Reorganization

  • Define the problem.
  • Determine whether existing jobs and structures are meeting department goals.
  • Consider what factors contribute to effectiveness of jobs and structure.
  • Identify methods for collecting input from staff.
    • Verbal, written, and computer surveys
    • Problem-solving teams
    • Review committees
  • Identify a new structure or model that will support your goals, including:
    • Distribution of functions throughout the organization (definition of functions to be performed, groupings of functions, and the relationships among functions)
    • Vertical and horizontal authority relationships
    • Communication/decision-making process (how formal decisions are made and by whom, and the information system established for decision-making)
    • Internal departmental policies (the decisions, rules, or guidelines established in production, personnel, purchasing, research and development, and other areas)
    • The attributes of department employees (includes abilities, skills, experience, and other behavioral issues)
  • Develop a reorganization proposal, including:
    • Timeframe
    • Reasons for reorganization
    • Before and after organization charts
    • Job descriptions for new, changed positions
    • Names, titles of employees to be affected by changed or eliminated jobs, new reporting lines, physical relocation, or reduction in time
    • Review of Affirmative Action impact
    • Order of potential layoffs for career positions based on seniority points
    • Notices to go to unions
    • A communication plan
      • Identify the different groups who will need communication and the different messages/information they will need
      • Determine series of review and update meetings with management
      • Determine schedule of informational meetings with staff
      • Plan communications outside department to announce reorganization
      • Set up individual meetings with employees projected for layoff and for those employees whose jobs will change significantly
  • Determine skills needed for each position.
  • Compare current skills with what is needed.
  • Determine training needs and resources.
  • Design and implement training.
  • Review, reassess, and gather input during implementation.
  • Determine methods to get feedback during implementation.
  • Include systems that will provide regular feedback from management, staff, and client groups.
  • Build an effective team (also see Chapter 14, Team Building).
  • Clarify mission, goals, and standards for success.
  • Schedule regular staff meetings.
  • Facilitate communication by remaining open to suggestions and concerns.
  • Act as harmonizing influence by looking for opportunities to mediate and resolve minor disputes.
  • Encourage all team members to share information.
  • Support brainstorming and consensus decision-making where appropriate.