Planning for Organisation wide change and managing it ABC* Foods Pvt Ltd. Organisation Context of ABC Foods:

Transcription

1 Planning for Organisation wide change and managing it ABC* Foods Pvt Ltd. Organisation Context of ABC Foods: ABC Foods is one of the leading names in the food industry, and have been around since early 90 s ABC Foods Pvt Ltd has been working constantly towards achieving the vision of becoming a branded, value driven, market leader in the food industry ABC Foods has an array of more than 60 plus food products including dhall, raw spices, flour etc ABC Foods has an employee strength of more than 600 employees in their bulk and CPD divisions PE investment brought in during 2007 but subsequently the company went through a bad phase and lost heavily. Lack of alignment amongst the board members led to increased confusion in strategy and bad implementation of business plans. The Task: To review the business strategy of ABC foods and develop a change management plan Change to bring about the following: o Improved alignment in the promoters vision for the company. o Reviewed vision/mission statements in line with current environment o Introducing a new organisation structure in line with short term business vision o Improving the involvement of senior management team in the business operations. o Aligning employee goals with business plan o Improving the HR systems to improve service level to employees and serve the business goals better. o Improve the employee motivation levels across the organisation Maximus Approach: Methodology adapted by Maximus at ABC: Exploratory Discussion with ABC Foods Management Team: A discussion was organised with ABC Foods management team aimed at gaining an overall perspective on ABC Foods business. The discussion mainly focused on understanding ABC Food s organisation history, its role in the food industry, market strategy and business objectives. The discussion also led to an understanding of the existing internal systems and processes. The next step was to meet the employees of ABC Foods to understand their perspective of ABC Foods

2 Organisation Diagnosis Field Trips & Review Meetings: In order to understand ABC Foods employees background and their expectations, Maximus team conducted an organisation diagnosis. The diagnosis is a process of gathering and analysing data from a sample of employees to understand their needs and expectations from the organisation through interviewing technique. The process involves a design of an exclusive questionnaire required to interview the employees. As majority of employees at ABC Foods covered Sales force, Maximus took initiative to make field trips and have an understanding of how sales team operate. This gave an opportunity for Maximus to also obtain the background of Sales team and get their feedback and suggestion about AB s business strategy & processes. The data was collected through interviewing technique. Similarly employees of other departments such as production, HR, finance team were met to obtain their suggestion and feedback. The survey covered 70% of employees and the data collected from the survey was collated and studied. The data helped Maximus gain an insight of the employees background, work culture, their needs and issues and also to obtain their feedback. Exploratory discussion with ABC Foods'Management team Organisation Diagnosis - Field Trips & discussion with Sr.Managers Diagnosis report presented to Management for aligning Project Objectives Review of Strategy and Organisation Structure - Data collected from key stakeholders Detailed Project Plan designed for ABC Foods with list of action items, deliverables & time line Project Plan Implementation by Maximus team Post Implementaion consulting from Maximus Diagnosis Report Analysis of data: The data collected from survey was collated and summarized into a report format which was presented to the Management of ABC Foods for developing project Objectives. This discussion

3 focussed on key issues of business strategy and internal systems of ABC Foods. Maximus team suggested for the change management programme to resolve the existing issues and deliver the business strategy of ABC Food. Review of Business Strategy & Organisation Structure: Based on the discussion held with Management team of ABC Foods, Maximus decided to Review the business strategy and organisation structure of ABC Foods before suggesting a change management plan. This was the first initiative towards change management at ABC Foods. The idea behind conducting the review was to obtain clarity of the business strategy and set clear cut goals and processes towards achieving the business objectives. As a part of the review Maximus team held discussion with key stakeholders of ABC Foods. Project Plan for ABC Foods: Based on the organisation diagnosis, Maximus team worked out a change management Project Plan for ABC Foods; key parts of this plan are listed below. Review the board members role in business and bring out a new agreement on roles Review the vision- mission and consolidate future plans. Communicate to senior managers Design and implement a new organisation structure to ensure clarity on Job hierarchy within the organisation, define compensation and benefits pattern and ensure good fit between job requirement and candidate Bring out role clarity among the employees through implementation of Job descriptions for all positions Introduce a job evaluation systems to evaluate the jobs in order to properly position the jobs and assign title, grade, salary as per industry standards Facilitate employees understand the business objectives and policies of ABC Foods by designing and effectively communicating employment policies - handbook through internal communication system Facilitate in recruitment process by identifying and managing vendors, define and implement recruitment policy for ABC Foods to ensure selection of best talent Design and implement Performance Management System to ensure improvement in motivational and performance levels of the employees of ABC Foods Design and implement scorecards to link the performance of the employees to the pay system Design and implement variable pay system to enable employees perform to their optimal potential level, to recognise and reward the employees according to their performance Outcome: Based on the project plan designed for ABC Foods, the following processes were implemented and the outcome is as follows: Reviewed the vision/mission of organisation. New directions developed and communication to senior managers done.

4 Promoter board structure reviewed and roles clarified for improved understanding amongst them. Reviewing of strategy and development of Business Score card: Designed and implemented scorecards for managerial employees Developed Strategy map for managerial cadre employees Trained senior managers on Strategy maps and score card Communicated the Score card to the field force and explained its effectiveness Aligning with strategy: Variable pay system: Designed and implemented variable pay system linked to the business score card Effectively communicated the Variable pay system to the managers and field force Changed HR systems and processes Recruitment Process: Designed and implemented Recruitment process Identified and managed the vendors for recruitment process Trained HR & Sr. Managers to conduct Interviews in a better manner. Interviews organised for several positions and facilitated in closing senior positions Job Description for Employees: Established the process of JD writing at ABC Foods to bring out role clarity among employees. Trained the Sr. managers on the concept of JD. Demonstrated JD writing for many positions & assisted Managers to write JDs Organisation Structure & Job Evaluation: New organisation structure developed by properly positioning the jobs in the hierarchy Customised Job Evaluation template designed to evaluate the jobs in the supervisor and manager cadre Trained managers to evaluate jobs using the Job evaluation template Jobs evaluated and placed at appropriate grade level Grade structure defined and implemented Salary Structure defined for each grade level Employment Policies: Employment Policies developed for all grade level of employees at ABC Foods Employee handbook released, communication of policies made to employees through presentations.

5 Performance Management System: PMS process designed with an objective to measure & improve the performance of employees Trained managers on SMART goal setting and assisted in writing performance goals for each position for the performance period Trained all managers to perform the process, communicated the objectives of the process & demonstrated review discussions. Developed two types of PMS (Managerial and Staff) with PMS formats & manual Brought around a sense of goal setting among the employees and established a culture of employee participation in the review. Post Implementation Review: All the HR systems and processes designed for ABC Foods where reviewed post implementation for further improvements. Suggestions were obtained from management and employees for continuous process improvements. Conclusion: HR Systems and processes developed and implemented at ABC Foods supportive to deliver the business strategy Organisation Structure reviewed and new structure developed to align with the organisation business objectives Clarity in the hierarchy and grade levels established by evaluating the worth of the Jobs and properly positioning them in the organisation structure Employees motivational and productivity level increased by implementing the performance management system Clarity on Job roles established by implementing the Job descriptions for all positions Performance linked to pay by developing and implementing score card and variable pay system * Company name changed to ABC Foods to protect privacy