GMGM 3043 ORGANIZATIONAL DEVELOPMENT 253144

UUM COLLEGE OF LAW, GOVERNMENT AND

INTERNATIONAL STUDIES
UNIVERSITI UTARA MALAYSIA
A192 SEMESTER II 2020/2021

GMGM 3043 ORGANIZATIONAL DEVELOPMENT

GROUP A

FINAL ASSESSMENT

CITY OF CARLSBAD, CALIFORNIA: RESTRUCTURING THE PUBLIC

WORKS DEPARTMENT (A)

Prepared by

NO. NAME MATRIC

NUMBER
1 MUHAMMAD HAFIS AL-AZIM BIN AHMAD 253144

Prepared For

PROF MADYA DR. ZAWIYAH BINTI MOHD ZAIN

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CONTENT

TITLE PAGE
Question a): Diagnose the situation of the Public Works Department 1-2
and explain the problems.
Question b): Based on the problem discuss what intervention would 2-6
you recommend
Question c): Explain ONE (1) model or theory might help you to 6-10
proceed with your plan.

Question d): What will happen to the City of Carlsbad if the problems 10-14
are not manage well?

7.0 Refferences 15
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Question a): Diagnose the situation of the Public Works Department and explain

the problems.

As stated in this case, the Department of Public Works is composed of six

separate divisions responsible for engineering services, parks, roads, facilities, and

fleet ,maintanance and is seperate from the river district owned by the city of Carsbad.

The organizational structure in Carlsbad appears to use mixed hierarchical design or a

mixed matrix. The Department of City Manager uses a functional structure for the

division of tasks, while the Department of Public Works uses a divisional structure.It

will usually focus on maximizing organizational strengths in the structure of this

model, and minimizing organizational weaknesses and divisional functions.

Every department that was previously free, therefore, has its own way of doing

things. They suspect why the structural change was caused. In addition, there are

several common work processes within each department. Parks, building departments

and road departments, for example, each have equipment and workload that includes

toilet maintenance, landscape, painting and other construction. Among the benefits of

adaptability, there are often limitations in structural models that are often

contradictory of interest, ambiguous, need strong management support, and often

generate conflicts.

The evaluation of OD practitioners shows that the outcome in the City of

Carlsbad is that there are staff in various positions in every government agency, that

they enjoy working in the Carlsbad area. On the contrary, much has been found,

including many conflicts of interest, especially with the Director of Works acting too

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foolishly as a City Engineer. This may indicate interest in a specific field, leading to a

lack of focus on department-wide integration so many programs overlap.

There are also low moral issues, such as employees who are suspicious of change

efforts and lack of teamwork.The instances of improper leadership in which the lack

of leadership has a detrimental effect on the department's mission because the

Director of Jobs is also a City Engineer and that so many workers performing job

duties requiring supervision and leadership do not have the direction they need.

Therefore, there is less coordination out there where employees tend to work

independently in their everyday lives, and there is a shortage of organizational

coordination.

What is remarkable in the department, particularly in the water department, is that

almost all departments have no clear purpose and objectives. An organisation cannot

therefore be organized to a common purpose unless it is unanimously agreed within

the organization. Surely this kind of confusion is a social movement that drives the

attention of people as clients. A strong focus on Carlsbad City values is essential to

the next phase in defining the strategic direction, in order to build a new vision and

purpose.

Question b): Based on the problem discuss what intervention would you

recommend

Based on the issue, the solution I would suggest is Human Process Intervention in

which they come from the discipline of psychology and social psychology as well as

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from the fields applied in complex and intergroup human relations. Human process

interventiom involves development of behaviours, problem solving , decision making

and leadership.In addition, he also found that "intervention refers to a series of

organized initiatives to help organizations improve their performance (Swanson,

2001). In this case, the human process involves the following steps:

i) Team Building and Consultation

As the intervention focuses on the interpersonal relationships and social dynamics

that occur within the working group, the team building and consultation process must

be carried out in order to complete the work on a timely basis. This will help

employees to get to know and trust their peers and be committed to working together

to achieve their organizational objectives.Team building also helps the company

thrive, which requires knowledge sharing teams to solve organizational challenges.

Other than that, team building also helps team members feel less stress and plan

solutions. In addition, team building will also need to be trusted and supported by

members to help the creative team solve group tasks , improve understanding and

improve interpersonal skills.Some of the many different goals that team-building

strategies should targete are improving problem-solving skills, that confidence,

improving leadership skills and improving communication (Mazany, Sumich &

Francis, 2002).

ii) Goal Setting in a Large-group Intervention

Other than that, organization is a big group, and an organization's ability to set

and archive targets is key to its success. Organizational owners can model roles and

provide direction for employees through the transfer and training of individuals or

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groups after developing a complete understanding of the concept and

practice.Communication on the organization's vision and mission is required to be

further explained using mapping strategies. This is because, if a large group of

employees know the organization wants, then they will work to find a way to

contribute to that goal. For example, there are too many employees performing job

duties in the company that require supervision and leadership. But the requisite

direction that staff expect, is still missing. Therefore, it is necessary to decide what the

company needs to accomplish by setting specific targets, challenging and setting

deadlines to achieve those objectives in order to maximize the ability to meet

standards and enhance the efficiency of the work.

I also propose strategic intervention which is a mechanism dedicated to extracting

from different disciplines the most effective and productive ways of strategic action

and communication. Strategic action also offers perspectives and simple solutions

which in the short term will really help the less fortunate. This is a tool that has been

created and applied to help companies find value in their organization, understand

why they are doing so and how they fulfill their needs in a positive and negative way.

Other than that, ideas that help foster positive change and provide a very successful

duration, versatile and quick moving long-term startegy for coping with a variety of

issues.

iii) Third Party Intervention

The next human process interference is third party interference, as there must be a

third party in the intervention of every organization. It's because, due to the many

political issues involved, interpersonal conflict within the scope of governance is

difficult to open between colleagues. Such action may take place by any side to create

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a team that leads to the organization's progress, team building to make team members

feel less tension and prepare solutions. Managers will improve their capacity for third

party conflict resolution action, and expertise for third party action.Proper third-party

intervention can enhance the working relationship of the protagonist and help them

develop conflict management skills , communication skills, and solve their own

problems. In the company goven, such interference is very critical to can the use of

teams in company because they can be seen in how teams manage their own dispute

and also see how they affect team performance.

iv) System Formating Integration

Strategic intervention in a changing situation aims to tackle the relationship

between the organization and its environment in which the organization needs to

adopt strategies of intervention to incorporate and execute strategic plans for

achieving cross-organizational growth through inclusion opportunities and

conventional strategic planning issues. Furthermore, approaches for action

convergence add greater importance to the study of broader market approaches,

communities, and climates. Integrated Strategic Change Interventions and Trans-

Organizational Development Interventions will therefore work towards integrated

strategic planning , action and tactical operations and to solve organizational problems

in order to make these changes possible.( Dawn Carlson, 2013).

iv) Downsizing

There is a theory of restructuring intervention in this intervention and there are

two types of intervention, namely downsizing and reengineering. Downsizing tends

to minimize the number of workers or decrease the organizational size in the sense of

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organizational restructuring, while during reengineering it appears to require profound

and revolutionary changes in thought and design in corporate business processes to

enhance job efficiency. In Carlsbad case, The Downsizing model is the best

intervention model to choose from, as it is commonly understood not only to

minimize employee turnover, but also to change the organizational structure so that

the overall emphasis is on organizational goals.There are 3 forms of downsizing

strategies. Next, cuts in the workforce, organizational architecture and the final

structural overhaul. The most important for this case is organizational transformation

strategies, as are simple techniques encouraging organizations to adjust roles, retain

internal trust, allow continuous improvement, simplification of the process, with the

goal of cultural change. This will take a long time but the result will also be reached.

So there will be no more policy divisions in the future, and the need for integrated

structures to boost teamwork.

Question c): Explain ONE (1) model or theory might help you to proceed with your

plan.

Different measures have been proposed to address problems that occur within the

Public Works Departments. Models were used to guide the consulting process for

organizational development (OD) to enhance organizational effectiveness, with

implications for the creation of learning organisations.There is a reasonable model or

framework that is practical to evaluate and find the correct solution, which is the

General Model of Planned Change, to ensure the method is efficient to use. There are

several other models of change but in my view the General Model of Planned Change

is a good model used to solve problems. This general OD model focuses on strategic

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transition from a problem-solving perspective, as well as the identification and

application of best practices within organizations (Alicia Kritsonis, 2005). The

Expected Change General Model focuses on what processes the company uses to

execute the transition. In the General Model of Planned Change, four steps are used in

order to complete the process of change. Entering and Contracting, Diagnosing,

Planning and Implementing, and Evaluating and Institutionalizing are the four steps

used in order to complete the process of change in an organization. Some of the most

significant tasks in OD is the diagnostic process.

FIGURE 1: GENERAL MODEL OF PLANNED CHANGE

i) Entering and Contracting

The first stage of the cycle is entering and contracting into planned change issues.

This stage defines the initial collection of activities that will involve the change agent

and the organization, To better understand what needs to be changed or encouraged,

and whether to continue participating in and contributing resources to the expected

change programmes (Thomas G.Cummings, 2008).Entering an organization requires

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obtaining initial data in order to clarify the issues facing the company or the

constructive potential to ask. Once this information is gathered, the issues or

opportunities with managers and other company leaders are addressed in order to

create a contract or agreement for the expected change. More easily, this model is

used to determine what kind of information is needed to implement the change. In the

Department of Public Works, OD practitioner finds that they face lack of coordination

in the company and the leader shows their workers the incorrect example.

ii) Diagnosing

The client system is carefully studied during this stage of planned change.

Diagnoses can focus on understanding the organizational problems, including their

causes and implications, or on recognizing the positive qualities of the organization.

Some of the most significant tasks in OD is the diagnostic process. It involves

selecting a suitable model for understanding the organization and collecting,

evaluating, and reporting back information about the thatexist issues or opportunities

to managers and organization leaders. Diagnostic models for problem analysis discuss

three stages of operations. Problems of organization constitute the most complex level

of study and include the entire structure. Departmental and community success are

aligned with department-level problems.Individual-level issues involve how jobs are

designed. The central diagnostic change activities are the collection , analysis and

feeding back data. Describes how data can be collected through interviews,

observations, survey instruments, or such sources of archival asmeet minutes and

organizational charts. It also explains how to re-examine and analyze data. Members

of the organization often discuss the data together in collaboration with an OD

practitioner, and their implications for change. For the Department of Public Works,

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based on the data provided in the case study, the Director of Public Works and the OD

consultants worked together to understand the consequences of the data and to

develop an action plan to explain and refine the new structure.

iii) Planning and Implementing

At this stage, members of the organization and practitioners jointly plan and

implement OD interventions. We devise strategies to fulfill the vision or objectives of

the company, and make preparations for action to execute them. There are several

requirements for implementing strategies, including the preparation of the company

for the expertise and strengths of change agents. There are four main forms of OD

interventions, human process intervention, human resource intervention, strategic

intervention and techno-structural intervention, depending on the outcomes of the

diagnosis. Implementing action is about controlling the cycle of transition. It involves

inspiring change, building a desirable organizational vision for the future, and

developing political support, mission management and sustainable momentum for

reform.In this case , we found that neither the OD practitioner nor the members of the

organization plan any Intervention to address the issue in the Department of Public

Works, so i suggest the Human method and pragmatic reaction to the question solved.

iv) Evaluating and Institutionalizing

The final stage of the planned change involves assessing the effects of the

intervention and managing the institutionalization of successful change programs so

that they will persist. Feedback to members of the company on the effects of the

intervention provides insigIt will show just how traditional planned modification

activities, such as entry and contracting, survey feedback and planning changes can be

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associated with contemporary approaches, such as large-scale and high level

interventions participation as suggested by me to the Departments of Public Works to

address problems that arise within their organization.ht as to whether the

improvements will be continued, changed or suspended.

Question d): What will happen to the City of Carlsbad if the problems are not

manage well?

Processes in organizational theory are those related to leadership,

communication , problem-solving and organizational decision-making, policy and

conflict. The City of Carlsbad 's problem is human process. Much of the challenges

we can see are because businesses don't use human resource techniques .Information

on the organization and its activities is beyond the reach of all employees. Many

decisions and solutions are taken or determined only by the higher-ups and the

stakeholders whose priorities are always become conflict. If the City of Carlsbad fails

to manage problems well in interventions such as consultation and team building,

problems such as low morale of workers and lack of teamwork may arise. In this case,

issues like low morale can be seen where employees are suspicious of change efforts.

This should not happen because every solution and change that the organization can

make is what it feels best for the organization and its employees. Low employee

morale is also a killer of productivity and organizational efficiency, where workers

can meet deadlines if they have no effort at work, but their jobs will be less than ideal,

boring, uninspired and lacking in creativity.

Employees who are wary of organizational attempts to bring about change will be less

likely to be successful, less likely to generate undesirable organizational actions, and

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will continue to quit. It can also result in an unsafe work environment in which the

integrity of the leadership of the organization is critical and the truth and transparency

of communication with staff are also critical factors. In an organization where trust is

a priority, but when left to everyday things that can hurt trust, such as

misunderstandings, customer orders are wrong and nobody questions the obvious,

which can have devastating consequences and can ruin the organization. The way to

define your next strategy is based on your vision and mission. For example, the

Mayor has taken decisions, missions and basic values that are mandatory and applied

to the entire workforce.Thus, if the problem is not resolved, the vision , mission and

all the changes that will bring good to the organization will be disrupted and there will

be no change in ensuring that the objectives and objectives of the organization are

achieved.

Next is the lack of teamwork that the team is one of the organizations' efforts to

improve the performance of their members or employees. Time is more responsive

face-to - face due to its ability to quickly gather, focus, spread and dissolve. It is not

an easy task to achieve good teamwork, it is important to develop a positive attitude

among the members of the team. If Carlsbad City does not monitor and handle this

issue well, it can cause the staff not to help each other's team members, not listen to

each other and not build a good working relationship and not recognize the successes

and accomplishments that each has achieved. Team members. The problem of lack of

teamwork has to do with the element of trust between the team in organization.This is

because the employees can not develop a commitment to work in a team without a

sense of trust. Furthermore, mutual mistrust would also find it difficult for members

to exchange ideas and express their views on problems, personal as well as team

problems

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For the conclusion, For the City of Carlsbad, the structure used in Carlsbad is the

application of a mixture. Matrix of the organizational structure that it considers

important to optimize the framework allows interaction and integration of all

constituents. But matrix structure is hard to find implement without the full

knowledge of each function of the managers. Change is a transformation process out

of existing ideas, methods or approaches for new thinking, methods and approaches.

For an organization, it is associated with the implementation of new work systems or

procedures with a view to improving the smoothness of work compared to the

previous work system. So the Carlsbad should know how to manage problem

effectively because change does not always have to be accepted by all parties

although rationally every change will improve the weaknesses.

REFFERENCES

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Ltd, A. (2019, March 18). Planned Change Interventions And Human Process
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Saraswat, M. (2015). IMPACT OF TEAM BUILDING EXERCISES ON TEAM

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