Question 3.

Describe an aspect of your organization which could

be viewed as problematic. Briefly outline 3 different action plans
which could be implemented to deal with the issue involved,
assessing the advantages and disadvantages of each. (2000
Words)

Ans. Organization means “Group of people whose members work

together for a shared purpose in a continuing way.”
When various members work together, the behavior of the
persons always differ from person to person.
It is an organizational head’s responsibility to make efforts for the
change in the behavior of the person working in a group.
My organization /group belong to service sector that to social
services through Medical & Education.
What I feel about providing services, it is not necessary that all
think like me. Hence, the problem starts with the initial stage of
ideology.
- According to me, large and divided campus is a major
problem, because of limited availability of the human and
physical resources it is very difficult to manage efficient and
error free work simultaneously at both the campus. This
results leaving incomplete work at one or another site.
Transportation of physical resources result damage of
valuable assets, difficulty in maintaining records at various
points, responsibilities cannot be fixed on one person in such
situation.
Job responsibilities are not yet clear in construction due to
the limited human resources; therefore it is always possible
for a person to escape from the responsibilities. The same
position is applicable in maintenance department. In fact I
have not yet established any maintenance/ housekeeping
department separately for both the campuses. This has
resulted wastage of stored material.
 Due to more dependency on untrained labor or employees
force, the quality of suffers adversely.
- The second main problematic area is to keep proper control
on the seniors. It has been observed that those who have
granted authorities in their area of operation constantly
misuse their power and I have to settle many issues
personally.
As, our institutions are situated in the remote area/rural
area, some time it is very difficult to find Faculties and
Directors as per the Education domain and we have to adjust
such situation in all cases.
It is also found that people are very much ready to take
Authority but not ready to accept any responsibility. Persons
granted authorities not ready to take responsibility for the
work/task done by their subordinates even after delegating
the work authority to their subordinate by them self. Such
cases are nothing but purely concerned with misuse of
granted authority.
It is purely a violation of the Principle “balance between
authority and responsibility.”
It is also found that people often misuse the authority in
utilizing Financial and Physical Resources.
- Communication Gap is also a problematic area in our
organization. In Huge/Large and divide Campus the
intercom system is not yet installed due to the incomplete
work in infrastructure sector even after a stretch of 4 years
period. Though part of the communication facilities are
provided in the campus but these are still incomplete.
I feel that majority of the people take undue advantage of
communication gap in the organization. Authorized persons
do not communicate their decisions in most of the cases.

If, I evaluate my self, I can say that I am not expert in the

area of Management and Engineering, because I am from
Medical field, I can judge the future requirements of my own
area easily. Whereas I am fully dependent on my
Principals/Directors of different institutes for their
Institutional requirement/Building Plans.
What is required in an Engineering institute and its different
branches is entirely different if we compare it with
Management Institutes requirement. I have less knowledge
of all such things and I have to rely upon the Head of the
Institutes.
After finding out such problems, I realized that, to come out
with all above issues, I must have an action plan to
coordinate and reconcile my all organizational activates to
PLUG THE LEAKAGE OF FINANCIAL, HUMAN AND
PHYSICAL RESOURCES.
Therefore, I have decided that my first action plan will be
related to the completion of all projects as soon as possible.
There are number of issues involve before all this, like
arrangement of FUNDS on time for construction, Purchase of
material/equipments for fulfilling institutions requirements
etc.
I feel that the losses which I am bearing due to the shifting
of material from one project to another is much more than
the interest cost which will be levied on further loan. At the
same time when the projects will be completed on time the
related cost will also decrease. The chances of malpractices,
skiping the material during shifting/transfer can be
eliminated. The completed project will be having much less
cost of maintenance, it will attract the new generation for
taking admission in our institutions. We need not to wait for
various CAP rounds to complete admissions. I am sure that
we can complete our admission procedure latest by 2nd CAP
round.
To fulfill this task I need trained staff, again this is a
challenge for me. I will appoint person on the basis of
“RIGHT PERSON FOR RIGHT JOB”. It is true that instead
of appointed 10 untrained personnel better to appoint 3
Trained.
I know that due to the local pressure I am bound to appoint
local persons, but there is always an end. So this will be my
end point. I will first give them training before final
appointment.

In case of misuse of authority, now the time has come to

think on this issue.
Pros and Cons are always present in all action plans, so here
also. The first action I would like to take that if in future any
person is not ready to take responsibility to the extent of the
authority granted, all his/her authorities will be withdrawn. I
know very well that my action will give unrest to some of my
employees, but in the interest of the organization necessary
actions are required.
Promotion of the juniors will be implemented with immediate
effect. This will boost the morale and they will feel
motivated. This will develop the feeling of safety among the
juniors too.
Periodical assessment of the Faculties/Employees through
some expert agency shall be implemented so that
incompetent persons can be eliminated from the list of the
employees. Periodical assessment will be done bias free and
no Senior Person/Director will be involved in this assessment
process. The agency will directly communicate the result to
the Top authorities. The directors will not be involved in this
process only their suggestions will be entertained.
The advantage of this policy Implementation will be judged
in future when untrained/incompetent faculties/employees
will be warned on their competency and Management will be
in a position to appoint experienced, qualified, and
competent persons on different positions.
As we know that “MOUTH PUBLICITY IS THE BEST
PUBLICITY”, our products i.e. students will publicize our
name in the market. This will attract MNC’S and
CORPORATE WORLD for CAMPUS PLACEMENT.
By this action plan, some of the people/employees may loose
their jobs, but I will have an opportunity to select new and
best. The job losers may spread the wrong notions /rumors
inn the market, but I am sure that it will not affect our
implemented system in any case. Even the existing staff will
try to improve their performance in their own and institution
interest.
I also feel that all members of the organization should give
best of their ability, of which only few are giving their best
rest feels that this is their own crop and whenever they wish
to reap, they reap.
Such mentality persons often create Communication Gap,
this gap helps them to work with their own will, and they
don’t think even any good or bad result of their action. Some
adverse results are not communicated to the Management
by taking the advantage of Communication Gap. If a
centralized system is made for day to day reporting (MIS) we
can reduce all such habits. This will be made effective to the
students, faculties, junior staff non teaching staff, and
subordinates. It will be applicable on the students
attendance, their project work, organization projects, direct
& indirect purchases, all payments directly made by the
institution authorities, indirect purchases, construction sites,
staff attendance, shifting of material from one place to
another place and so on………
There is a possibility that such implementation may not be
liked by some of the members because by implementing
this, their freedom will get affected and they may start
creating other problems related to the students or
infrastructures therefore all action plans shall be
implemented one by one seeing to the result of the previous
one.
As the plans are made for the future and future is
unpredictable, therefore proper control of all action plans is
necessary. Review of the different plans will also become
mandatory to find out their all advantages and
disadvantages.

The organization has more than 600 employees. Till date we

are lacking behind in making H.R. Policies. We do not have
any centralized H.R.office.
I personally feel that we should have separate common
service code for our all management Institutes, Separate for
all Engineering Institutes, Separate for Polytechnics, and
Pharmacy too.i.e. Our all same category institutes should be
govern by one service code rather than on individual
Institution basis.
Before appointment the service rules must be intimated to
the applicants so that if the person is selected/appointed it
will be clear to him. This will help us to retain the selected
person and at the same time it will eliminate the problem of
working with their own strategy/will.
I know it is a hard task, I also have fully devoted team ready
to work round the clock without asking any question on any
issue, but I fear that seeing to the other’s attitude towards
their work my team may not become like others. Therefore I
always feel that my organization is not built by me but it is in
existence and will run successfully as long as I have devoted
team with me .