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:
- 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.