12 ob
Upcoming SlideShare
Loading in...5
×
 

12 ob

on

  • 1,593 views

 

Statistics

Views

Total Views
1,593
Views on SlideShare
1,593
Embed Views
0

Actions

Likes
0
Downloads
26
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Microsoft Word

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

12 ob 12 ob Document Transcript

  • ORGANISATIONAL BEHAVIOUR MBA 1.2 #1
  • ORGANISATIONAL BEHAVIOUR SYLLABUSUNIT 1 Introduction to Organisational Behaviour, Meaning; Elements; Need; Approaches; Models; Global scenario.UNIT 2 Individual Behaviour; Personality; Learning; Attitudes; Perception; Motivation; Ability; Their relevant organizational behaviour.UNIT 3 Group dynamics; Group norms; Group cohesiveness; Group Behance to organizational behaviour.UNIT 4 Leadership Styles; Qualities; Organisational communication; Meaning importance, process, barriers; Methods to reduce barriers; Principle of effective communication.UNIT 5 Stress; Meaning; Types; Sources; Consequences; Management of stress. Power and Politics; Definition; Types of Powers; Sources; Characteristics; Effective use of Power.UNIT 6 Organisational Dynamics; Organisational design; Organisational effectiveness; Meaning, approaches; Organisational culture; Meaning, significance; Organisational Climate; Implications on organizational behaviour. Organisational Change; Meaning; Nature; Causes of change; Resistance of change; Management of change; Organisational development; Meaning; OD Interventions.REFERENCE BOOKS1. Fred Luthans, Organisational Behaviour, McGraw Hill Book Co., 1995.2. Stephen P. Bobbins, Organisational Behaviour, Prentice Hall, 1997.3. Keith Davis, Human Behaviour at Wor/c,.-M.cGraw Hill Book Co., 1991.4. Gregory Moorehead and R.S. Griffin, Organisational Behaviours: Managing People and Organisations, Jaico, 1994.5. Judith R. Gordon, A Diagnostic Approach to Organisational Behaviour, Allyn & Bacon, 1993. #2
  • CONTENTSNo. LESSON Pg.no. 1. INTRODUCTION TO ORGANISATIONAL BEHAVIOUR 4 2. FOUNDATION OF ORGANISATIONAL BEHAVIOUR 7 3. MODELS OF ORGANISATIONAL BEHAVIOUR 12 4. GLOBAL SCENARIO OF ORGANISATIONAL BEHAVIOUR 16 5. FOUNDATION OF INDIVIDUAL BEHAVIOUR 18 6. PERSONALITY 21 7. LEARNING AND BEHAVIOUR MODIFICATION 25 8. ATTITUDE AND PERCEPTION 28 9. MOTIVATION AND BEHAVIOUR 3210. JOB SATISFACTION 4411. GROUP DYNAMICS 4712. GROUP CONFLICT 5213. ORGANISATIONAL COMMUNICATIONS 5614. LEADERSHIP IN ORGANISATIONS 6615. STRESS MANAGEMENT 7316. POWER AND POLITICS 7717. ORGANISATIONAL DESIGN 8118. ORGANISATIONAL CULTURE AND CLIMATE. 8519. ORGANISATIONAL EFFECTIVENESS 8720. MANAGEMENT OF CHANGE CASE ANALYSIS 90 #3
  • LESSON – 1 INTRODUCTION TO ORGANIZATIONAL BEHAVIOURLearning ObjectivesAfter reading this lesson, you should be able to understand: • The major environmental challenges and the paradigm shift that the management faces today • The management perspective of organizational behaviour • The historical background of modern organizational behaviour • The modern approach to organizational behaviourThe knowledge and information explosion, global competition, total quality and diversity are some of the bitter realitiesthat the managers are facing today. There are many solutions being offered to deal with these complex challenges. Yetthe simple but most profound solution may be found in the words of Sam Walton, the richest person in the world andthe founder of Wal-Mart. Sam was once asked the key to successful organizations and management. Sam quicklyreplied, "People are the key". The term paradigm comes from the Greek word paradigma, which means model, pattern or example". Firstintroduced over thirty years ago, by the philosophy and science historian Thomas Khun, the term "paradigm" is nowused as, a broad model, a framework, a way of thinking, and a scheme for understanding reality. The impact ofinformation technology, total quality and diversity mentioned earlier has led to a paradigm shift.NEW PARADIGMThe organizational behaviour has a goal lo help the managers make a transition to the new paradigm. Some of the newparadigm characteristics include coverage of second-generation information technology and total quality managementsuch as empowerment, reengineering and benchmarking, and learning organization for managing diversity of work. Thenew paradigm sets the stage for the study, understanding, and application of the time-tested micro-variables, dynamicsand macro-variables. One must know why management needs a new perspective to meet the environmentalchallenges and to shift to a new paradigm.A NEW PERSPECTIVE FOR MANAGEMENTManagement is generally considered to have three major dimensions—technical, conceptual and human. The technicaldimension consists of the managers expertise in particular functional areas. They know the requirements of the jobsand have the functional knowledge to get the job done. But the practicing managers ignore the conceptual and humandimensions of their jobs. Most managers think that their employees are lazy, and are interested only in money, and that if you couldmake them happy in terms of money, they would be productive. If such assumptions are accepted, the humanproblems that the management is facing are relatively easy to solve. But human behaviour at work is much more complicated and diverse. The new perspective assumes thatemployees are extremely complex and that there is a need for theoretical understanding given by empirical researchbefore applications can be made for managing people effectively.MODERN APPROACH TO ORGANIZATIONAL BEHAVIOURThe modern approach to organizational behaviour is the search for the truth of why people behave the way they do.The organizational behaviour is a delicate and complex process. If one aims to manage an organization, it is necessaryto understand its operation. Organization is the combination of science and people. While science and technology ispredictable, the human behaviour in organization is rather unpredictable. This is because it arises from deep needs andvalue systems of people.HISTORICAL BACKGROUND FOR MODERN ORGANIZATIONAL BEHAVIOURScientific Management ApproachScientific management approach was developed by F.W. Taylor at the beginning of the 20th century. This theorysupported the use of certain steps in scientifically studying each element of a job, selecting and training the bestworkers for the job arid making sure that the workers follow the prescribed method of doing the job. It provided ascientific rationale for job specialization and mass production. His assumption was that employees are motivatedlargely by money. To increase the output, Taylor advised managers to pay monetary incentives to efficient workers. Yet, his theory was criticized by many employers and workers. Workers objected to the pressure of work asbeing harder and faster. Critics worried that the methods took the humanity out of labor, reducing workers to machines #4
  • responding to management incentives. Therefore, Taylors view is now considered inadequate and narrow due to thepoints given by the critics.Bureaucratic ApproachWhile scientific management was focusing on the interaction between workers and the task, me researchers werestudying how to structure the organization more effectively. Instead of trying to make each worker more efficient,classical organization theory sought the most effective overall organizational structure for workers and managers. The theorys most prominent advocate, Max Weber, proposed a bureaucratic form of structure, which hethought would work for all organizations. Webers idea! bureaucracy was , logical, rational and efficient. He made thenaive assumption that one structure would work best for all organizations. Henry Ford, Henry Fayol and Frederick W. Taylor, the early management pioneers, recognized the behavioralside of management. However, they did not emphasize the human dimensions. Although there were varied andcomplex reasons for the emerging importance of behavioral approach to management, it is generally recognized thatthe Hawthorne studies mark the historical roots for the field of organizational behaviour.Hawthorne StudiesEven, as Taylor and Weber brought attention with their rational, logical approaches to more efficient productivity, theirviews were criticized on the ground that both approaches ignored workers humanity. The real beginning of applied research in the area of organizational behaviour started with HawthorneExperiments. In 1924, a group of professors began an enquiry into the human aspects of work and working conditionsat the Hawthorne plant of Western Electric Company, Chicago. The findings of these studies were given a new namehuman relations the studies brought out a number of findings relevant to understanding human behaviour at work. TheHuman element in the workplace was considerably more important. The workers are influenced by social factors andthe behaviour of the individual worker is determined by the group. Hawthorne studies have been criticized for their research methods and conclusions drawn. But their impact onthe emerging field of organizational behaviour was dramatic. They helped usher in a more humanity centered approachto work.APPROACHES TO ORGANIZATIONAL BEHAVIOURThere are mainly four approaches to organizational behaviour. They are:• Human resources approach • Contingency approach• Productivity approach• Systems approachHuman Resources ApproachThe human resources approach is concerned with the growth and development of people towards higher levels ofcompetency, creativity and fulfillment, because people are the central resource in any organization. This approach helpemployees become better in terms of work and responsibility and then it tries to create a climate in which they cancontribute to the best of their improved abilities. This approach is also known as supportive approach because themanagers primary role changes from control of employees to providing an active support for their growth andperformance.A Contingency ApproachA contingency approach to organizational behaviour implies that different situations require different behavioralpractices for effectiveness instead of following a traditional approach for all situations. Each situation must be analyzedcarefully to determine the significant variables that exist in order to establish the more effective practices. The strengthof this approach is that it encourages analysis of each situation prior to action. Thus, it helps to use all the currentknowledge about people in the organization in the most appropriate manner.Productivity ApproachProductivity is a ratio that compares units of output with units of input. It is often measured in terms of economic inputsand outputs. Productivity is considered to be improved, if more outputs can be produced from the same amount ofinputs. But besides economic inputs and outputs, human and social inputs and outputs also arc important.Systems ApproachA system is an interrelated part of an organization or a society that interacts with everyone related to that organizationor society and functions as a whole. Within the organization people employ technology in performing the task thatthey are responsible for, while the structure of the organization serves as a basis for co-ordinating all their differentactivities. The systems view emphasizes the interdependence of each of these elements within the organization, if the #5
  • organization as a whole is to function effectively. The other key aspect of the systems view of organization is itsemphasis on the interaction between the organization and its broader environment,, which consists of social, economic,cultural and political environment within which they operate. Organizations arc dependent upon their surrounding environment in two main ways: First, the organizationrequires inputs from the environment in the form of raw material, people, money, ideas and so on. The organizationitself can be thought of as performing certain transformation processes, on its inputs in order to create outputs in theform of products or services. Secondly, the organization depends on environment such as, public to accept its output.The systems view of organization thus emphasizes on the key interdependencies that organizations must manage.Within themselves the organizations must trade off the interdependencies among people, tasks, technology andstructure in order to perform their transformation processes effectively and efficiently. Organizations must alsorecognize their interdependence with the broader environments within which they exist.CONTEMPORARY ORGANIZATIONAL BEHAVIOURA Separate Field of StudyOrganizational behaviour can be treated as a distinct field of study. It is yet to become a science. Now efforts are beingmade to synthesize principles, concepts and processes in this field of study.Interdisciplinary ApproachOrganizational behaviour is basically an interdisciplinary approach. It draws heavily from other disciplines likepsychology, sociology and anthropology. Besides, it also takes relevant things from economics, political science, lawand history. Organizational behaviour integrates the relevant contents of these disciplines to make them applicable fororganizational analysis. e.g. it addresses issues, which may be relevant to the case, such as the following: • What facilitates accurate perception and attribution? • What influences individual, group and organizational learning and the development of individual attitudes toward .work? • How do individual differences in personality, personal development, and career development affect individuals behaviours and attitudes? • What motivates people to work, and how. does the organizational reward system influence workers behaviour and attitudes? • How do managers build effective teams? • What contributes to effective decision-making? • What are the constituents of effective communication? • What are the characteristics of effective communication? • How can power be secured and used productively? • What factors contribute to effective negotiations? • How can conflict (between groups or between a manager and subordinates) be resolved or managed? • How can jobs and organizations be effectively designed? • How can managers help workers deal effectively with change?An Applied ScienceThe basic objective of organizational behaviour is to make application of various researches to solve the organizationalproblems, particularly related to the human behavioral aspect.Normative and Value CenteredOrganizational behaviour is a normative science. A normative science prescribes how the various findings ofresearches can be applied to get organizational results, which are acceptable to the society. Thus, what is acceptableby the society or individuals engaged in an organization is a matter of values of the society and people concerned.Humanistic and OptimisticOrganizational behaviour focuses the attention on people from humanistic point of view. It is based on the belief thatneeds and motivation of people are of high concern. Further, there is optimism about the innate potential of man to beindependent, creative, predictive and capable of contributing positively to the objectives of the organization.Oriented towards Organizational ObjectivesOrganizational behaviour is oriented towards organizational objectives. In fact, organizational behaviour tries tointegrate both individual and organizational objectives so that both are achieved simultaneously.A Total System Approach #6
  • An individuals behaviour can be analyzed keeping in view his psychological framework, interpersonal-orientation,group influence and social and cultural factors; Thus, individuals nature is quite complex and organizational behaviourby applying systems approach tries to find solutions for this complexity. LESSON –2 FOUNDATION OF ORGANISATIONAL BEHAVIOURLearning ObjectivesAfter reading this lesson, you should be able to: • Define and explain the meaning of organizational behaviour • Understand the nature and importance of organizational behaviour • Relate the organizational behaviour to manager’s jobDEFINITION OF MANAGEMENTManagement is commonly defined as "Getting work done through other people". This simple definition explains thesignificance of the role of people. The work will not be done unless "people" want to do the work and if the work is notdone then there will be no organisation. Hence, the cooperation of the workers is crucial to the success or failure of theorganisation.DEFINITION OF ORGANISATIONAccording to Gary Johns, "Organisations are social inventions for accomplishing goals through group efforts". Thisdefinition covers wide variety-of groups such as businesses, schools, hospitals, fraternal groups, religious bodies,government agencies and so on. There are three significant aspects in the above definition, which require furtheranalysis. They are as follows: • Social Inventions: The word "social" as a derivative of society basically means gathering of people. It is the people that primarily make up an organisation. • Accomplishing Goals: All organisations have reasons for their existence. These reasons are the goals towards which all organisational efforts are directed. While the primary goal .of any commercial organisation is to make money for its owners, this goal is inter-related with many other goals. Accordingly, any organisational goal must integrate in itself the personal goals of all individuals associated with the organisation. • Group Effort: People, both as members of the society at large and as a part of an organisation interact with each other and are inter-dependent. Individuals in themselves have physical and intellectual limitations and these limitations can only be overcome by group efforts.MEANING AND DEFINITION OF ORGANISATIONAL BEHAVIOUROrganisational behaviour is concerned with peoples thoughts, feelings, emotions and actions in setting up a work.Understanding an individual behaviour is in itself a challenge, but understanding group behaviour in an organisationalenvironment is a monumental managerial task. As Nadler and Tushman put it, "Understanding one individuals behaviour is challenging in and of itself;understanding a group that is made up of different individuals and comprehending the many relationships among thoseindividuals is even more complex. Ultimately, the organisations work gets done through people, individually orcollectively, on their, own or in collaboration with technology. Therefore, the management of organisational behaviour iscentral to the management task—a task that involves the capacity to "understand" the behaviour patterns of individuals,groups and organisations, to predict" what behavioural responses will be elicited by various managerial actions andfinally to use this understanding and these predictions to achieve "control". Organisational behaviour can then be defined as: "The study of human behaviour in organisational settings, theinterface between human behaviour and the organisational context, and the organisation itself." The above definition has three parts—the individual behaviour, the organisation and the (interface between thetwo. Each individual brings to an organisation a unique set of beliefs, values, attitudes and other personalcharacteristics and these characteristics of all individuals must interact with each other in order to create organisational #7
  • settings. The organisational behaviour is specifically concerned with work-related behaviour, which takes place inorganisations. In addition to understanding; the on-going behavioural processes involved, in their own jobs, managers mustunderstand the basic human element of their work. Organisational behaviour offers three major ways of understandingthis context; people as organisations, people as resources and people as people. Above all, organisations are people; and without people there would be no organisations. Thus, if managersare to understand the organisations in which they work, they must first understand the people who make up theorganisations. As resources, people are one of the organisations most valuable assets. People create the organisation, guideand direct its course, and vitalise and revitalise it. People make the decisions, solve the problems, and answer thequestions. As managers increasingly recognise the value of potential contributions by their employees, it will becomemore and more important for managers and employees to grasp the complexities of organisational behaviour. Finally, there is people as people - an argument derived from the simple notion of humanistic management.People spend a large part of their lives in; organisational settings, mostly as employees. They have a right to expectsomething in return beyond wages and benefits. They have a right to expect satisfaction and to learn new skills. Anunderstanding of organisational behaviour can help the manager better appreciate the variety of individual needs andexpectations. Organisational behaviour is concerned with the characteristics and behaviours of employees in isolation; thecharacteristics and processes that are part of the organisation itself; and the characteristics and behaviours directlyresulting from people with their individual needs and motivations working within the structure of the organisation. Onecannot understand an individual’s behaviour completely without learning something about that individuals organisation.Similarly, he cannot understand how the organisation operates without; studying the people who-make it up. Thus, theorganisation influences and is influenced by individuals.ELEMENTS OF ORGANISATIONAL BEHAVIOURThe key elements in the organisational behaviour are people,, structure, technology and the environment in which theorganisation operates. • People: People make up the internal and social system of the organisation. They consist of individuals and groups. The groups may be big or small; formal or informal; official or unofficial. Groups are dynamic and they work in the organisation to achieve their objectives. • Structure: Structure defines the formal relationships of the people in organisations. Different people in the organisation are performing different type of jobs and they need to be (elated in some structural way so that their work can be effectively co-ordinated. • Technology: Technology such as machines and work processes provide the resources with which people work and affects the tasks that they perform. The technology used has a significant influence on working relationships. It allows people to do more and work better but it also restricts people in various ways. • Environment: All organisations operate within an external environment. It is the part of a larger system that contains many other elements such as government, family and other organisations. All of these mutually influence each other in a complex system that creates a context for a group of people.NATURE OF ORGANISATIONAL BEHAVIOUREach individual brings to an organisation a unique set of personal characteristics, experiences from other organisation,the environment surrounding the organisation and1 they also posses a personal background. In considering the peopleworking in an organisation, organisational behaviour must look at the unique perspective that each individual brings tothe work setting. But individuals do not work in isolation. They come in contact with other individuals and the organisation in avariety of ways. Points of contact include managers, co-workers, formal policies and procedures of the organisation,and various changes implemented by the organisation. Over time, the individual, too, changes, as a function of both thepersonal experiences and the organisation. The organisation is also affected by the presence and eventual absence ofthe individual. Clearly, the study of organisational behaviour must consider the ways in which the individual and theorganisation interact. #8
  • An organisation, characteristically, exists before a particular person joins it and continues to exist after heleaves it. Thus, the organisation itself represents a crucial third perspective from which to view organisationalbehaviour.NEED FOR STUDYING ORGANISATIONAL BEHAVIOURThe rules of work are different from the rules of play. The uniqueness of rules and the environment of organisationsforces managers to study organisational behaviour in order to learn about normal and abnormal ranges of behaviour.More specifically, organisational behaviour serves three purposes: • What causes behaviour? • Why particular antecedents cause behaviour? • Which antecedents of behaviour can be controlled directly and which are beyond control? A more specific and formal course in organisational behaviour helps an individual to develop more refined andworkable sets of assumption that is directly relevant to his work interactions. Organisational behaviour helps inpredicting human behaviour in the organisational setting by drawing a clear distinction between individual behaviourand group behaviour. Organisational behaviour does not provide solutions to all complex and different behaviour puzzles oforganisations. It is only the intelligent judgement of the manager in dealing with a specific issue that can try to solve theproblem. Organisational behaviour only assists in making judgements that are derived from tenable assumptions;judgement that takes into account the important variables underlying the situation; judgement that are assigned duerecognition to the complexity of individual or group behaviour; judgement that explicitly takes into account the managersown goals, motives, hang-ups, blind spots and weaknesses.IMPORTANCE OF ORGANISATIONAL BEHAVIOUROrganisational behaviour offers several ideas to management as to how human factor should be properly emphasisedto achieve organisational objectives. Barnard has observed that an organisation is a conscious interaction of two ormore people. This suggests that since an organisation is Ihe interaction of persons, they should be given adequateimportance in managing the organisation. Organisational behaviour provides opportunity to management to analysehuman behaviour and prescribe means for shaping it to a particular direction. Understanding Human Behaviour Organisational behaviour provides understanding the human behaviour in alldirections in which the human beings interact. Thus, organisational behaviour can be understood at the individual level,interpersonal level, group level and inter-group level. Organisational behaviour helps to analyse why and how an individual behaves in a particular way. Humanbehaviour is a complex phenomenon and is affected by a large number of factors including the psychological, socialand cultural implications. Organisational behaviour integrates these factors to provide* simplicity in understanding thehuman behaviour. • Interpersonal Level: Human behaviour can be understood at the level of interpersonal interaction. Organisational behaviour provides • means for understanding the interpersonal relationships in an organisation. Analysis of reciprocal relationships, role analysis and transactional analysis are some of the common methods, which provide such understanding. • Group Level: Though people interpret anything at their individual level, they are often modified by group pressures, which then become a force in shaping human behaviour, Thus, individuals should be studied in groups also.. Research in group dynamics has contributed vitally to organisational behaviour and shows how a group behaves in its norms, cohesion, goals, procedures, communication pattern and leadership. These research results are advancing managerial knowledge of understanding group behaviour, which is very important for organisational morale and productivity. • Inter-group Level: The organisation is made up of many groups that develop complex relationships to build their process and substance. Understanding the effect of group relationships is important for managers in todays organisation. Inter-group relationship may be in the form of co-operation or competition.The co-operative relationships help the organisation in achieving its objectives. Organisational behaviour providesmeans to understand and achieve co-operative group relationships through interaction, rotation of members amonggroups, avoidance of win-lose situation and focussing on total group objectives. #9
  • • Controlling and Directing Behaviour: After understanding the mechanism of human behaviour, managers are required to control and direct the behaviour so that it conforms to the standards required for achieving the organisational objectives. Thus, managers are required to control and direct the behaviour at all levels of individual interaction. Therefore, organisational behaviour helps managers in controlling and directing in different areas such as use of power and sanction, leadership, communication and building organisational climate favourable for better interaction. • Use of Power and Sanction: The behaviours can be controlled and directed by the use of power and sanction, which are formally defined by the organisation. Power is referred to as the capacity of an individual to take certain action and may be utilised in many ways. Organisational behaviour explains how various means of power and sanction can ,be utilised so that both organisational and individual objectives are achieved simultaneously. • Leadership: Organisational behaviour brings new insights and understanding to the practice and theory of leadership. It identifies various leadership styles available to a manager and analyses which style is more appropriate in a given situation. Thus, managers can adopt styles keeping in view the various dimensions of organisations, individuals and situations. • Communication: Communication helps people to come in contact with each other. To achieve organisational objectives, the communication must be effective. The communication process and its work in inter-personal dynamics have been evaluated by organisational behaviour. • Organisational Climate: Organisational climate refers to the total organisational situations affecting human behaviour. Organisational climate takes a system perspective that affect human behaviour. Besides improving the satisfactory working conditions and adequate compensation, organisational climate includes creation of an atmosphere of effective supervision; the opportunity for the realisation of personal goals, congenial relations with others at the work place and a sense of accomplishment. • Organisational Adaptation: Organisations, as dynamic entities are characterised by pervasive changes. Organisations have to adapt themselves to the environmental changes by making suitable, internal arrangements such as convincing employees who normally have the tendency of resisting any changes.LEVELS OF ANALYSISOrganisational behaviour can be viewed from different perspectives or levels of analysis. At one level, the organisationcan be viewed as consisting of individuals working on tasks in the pursuit of the organisational goals. A second level ofanalysis focuses upon the interaction among organisational members as they work in teams, groups and departments.Finally, organisational behaviour can be analysed from the perspective of the organisation as a whole. • Organisation at the Individual Level: Organisational behaviour can be studied in the perspective of individual members of the organisation. This approach to organisational behaviour draws heavily on the discipline of psychology and explains why individuals behave and react the way they do to different organisational policies, practices and procedures. Within this perspective, psychologically based theories of learning, motivation, satisfaction and leadership are brought to bear upon the behaviour and performance of individual members of an organisation. Factors such as attitudes, beliefs, perceptions and personalities are taken into account and their impact upon individuals’ behaviour and performance on the job is studied. • Organisation at the Group Level: People rarely work independently in organisations; they have to necessarily work in coordination to meet the organisational goals. This frequently results in people working together in teams, committees and groups. How do people work together in groups? What factors determine whether group will be cohesive and productive? What types of tasks could be assigned to groups? These are some of the questions that can be asked about the effective functioning of groups in organisations. An important component of organisational behaviour involves the application of knowledge and theories from social psychology to the study of groups in organisations. • Organisation at the Organisational Level: Some organisational behaviour researchers take the organisation as a whole as their object of study. This j macro perspective on organisational behaviour draws heavily on theories and concepts from the discipline of sociology. Researchers seek to understand the implications of the relationship between the organisation and its environment for the effectiveness of the organisation. Emphasis is placed upon understanding how organisational structure and design influences the effectiveness of an organisation. Other factors such as the technology employed by the organisation, the size of the organisation and the organisations age are also examined and their implications for effective organisational functioning are explored.These different perspectives on the study of organisational behaviour are not in conflict with one another. Instead theyare complementary. A full and complete understanding of the nature of organisations and the determinants of theireffectiveness requires a blending of knowledge derived from each perspective. #10
  • FUNDAMENTAL CONCEPTS OF ORGANISATIONAL BEHAVIOUROrganisational behaviour starts with the following six fundamental concepts revolving around the nature of people andorganisations:The nature of people: • Individual differences • A whole person • Motivated behaviour • Value of the personThe nature of organisation: • Social system • Mutual interest • Individual Differences: Individuals are different in their physical and mental traits. They are different not only in the physical appearance such as sex, age, height, weight, complexion and so on but also different in their psychological trait such as intelligence, attitude, motivation and perception. This belief that each person is different from all others is typically called the Law of Individual Differences. Individual differences mean that the management has to treat them differently to get the best out of them. • A Whole Person: Though the organisation may feel that they are employing only the individuals skill or intelligence, in fact, they employ the whole person. This means that individual does not have only the skill and intelligence but he has a personal life, needs and desires as well. In other words, his personal life cannot be separated from his work life since people function as total human beings. When management practices organisational behaviour, it is not only trying to develop a better employee but it also wants to develop a better person in terms of all round growth and development. The benefit will extend beyond the firm into the larger society in which each employee lives. • Motivated behaviour: It is the urge of the individual to satisfy a particular need that motivates him to do an act. The motivation could be positive or negative. Motivation is essential for the proper functioning of organisations. The organisation can show to its employees how certain actions will increase their need fulfilment. • Value of the Person: It is more an ethical philosophy. It stresses that people are to be treated with respect and dignity. Every job, however simple, entitles the people who do it to proper respect and recognition of their unique aspirations and abilities. Since organisational behaviour involves people, ethical philosophy is involved in one way or the other.The nature of an organisation can be understood with the help of tjie description of following two points: • Social System: A system is a group of independent and interrelated elements comprising a unified whole. In context with an organisation, the individuals of a society are considered as a system organised by a characteristic pattern of relationships having a distinctive culture and values. It is also called social organisation or social structure. It can be further divided into following categories: o Feudal system: This is a social system, which is developed in Europe in the 8th Century. A political and economic system based on the holding of. land and relation of lord to vassal and characterized by homage, legal and military service of tenants, and forfeiture. o Patriarchate: This is social system, in which a male is considered to be the family head and title or surname is traced through his chain. In other words, power lies in his hands. o Matriarchate: This is social system, in which a female is considered to be the family head and title or surname is traced through her chain. In other words, power lies in her hands. o Meritocracy: This is a social system, in which power vests in the hands of the person with superior intellects. o Class Structure: This is a social system of different classes with in a society. o Segregation: This is a social system, which provides separate facilities for minority groups of a society. • Mutual Interest: Organisational relationships are most likely to be strong if different groups can negotiate strategies. This can be defined as the interests that are common to both the parties and are related to the accomplishment of their respective goals. This space for sharing ideas builds trust. Individuals who have shared mutual interests are likely to make their organisation the strongest, because even though the views are different they have a shared concern for similar objectives. It is important for the individuals to think about their issues openly, and to incorporate the perspectives of their colleagues. This helps to build sustainable and harmonious activities that can operate in the mutual direct interests of the organisation.Holistic Organisational Behaviour: When the above six concepts of organisational behaviour are consideredtogether, they provide a holistic concept of the subject. Holistic organisational behaviour interprets people-organisationrelationships in terms of the whole person, whole group, whole organisation and whole social system. #11
  • Thus, the blending of nature of people and organisation results in an holistic organisational behaviour. #12
  • LESSON –3 Models of organizational behaviourLearning ObjectivesAfter reading this lesson, you should be able to understand: • The concept of organizational behaviour system • The different models of organizational behaviour • The importance of organizational behaviour to managers • The future of organizational behaviourOrganizations have undergone tremendous change in the behaviour of their employees. Earlier employers had nosystematic program for managing their employees instead their simple rules served as a powerful influence onemployees. However, today increasing many organizations are experimenting with new ways to attract and motivatetheir employees.CONCEPT OF ORGANIZATIONAL BEHAVIOUR SYSTEMOrganizations achieve their goals by creating, communicating and operating an organizational behaviour system.Organizational behaviour system defines organizational structure and culture and explains their impact on employees.The figure 3.1 shows the major elements of a good organizational behaviour system:These systems exist in every organization, but sometimes in varying forms. They have a greater chance of beingsuccessful, though, if they have been consciously created, regularly examined and updated to meet new and emergingconditions. The primary advantage of organizational behaviour system is to identify the major human andorganizational variables that affect organizational outcomes. For some variables managers can only be aware of themand acknowledge their impact whereas for other variables, managers can exert some control over them. The outcomesare measured in terms of quantity and quality of products and services, level of customer service, employeesatisfaction and personal growth and development. These systems exist in every organization, but sometimes in varying forms. They have a greater chance ofbeing successful, though, if they have been consciously created, regularly examined and updated to meet new andemerging conditions. The primary advantage of organizational behaviour system is to identify the major human andorganizational variables that affect organizational outcomes. For some variables managers can only be aware of themand acknowledge their impact whereas for other variables, managers can exert some control over them. The outcomesarc measured in terms of quantity and quality of products and services, level of customer service, employee satisfactionand personal growth and development. #13
  • ELEMENTS OF THE SYSTEMThe systems base rests in the fundamental beliefs and intentions of those who join together to create it such as ownersand managers who currently administer it. The philosophy of organizational behaviour held by management consists ofan integrated set of assumptions and beliefs about the way things are, the purpose for these activities, and the waythey should be. These philosophies are sometimes explicit and occasionally implicit, in the minds managers. Organizations differ in the quality of organizational behaviour that they develop. These differences aresubstantially caused by different models of organizational behaviour that dominant managements thought in eachorganization. The model that a manager holds usually begins with certain assumptions about people and thereby leadsto certain interpretations of organizational events.The following four models of organizational behaviour are as follows: A. Autocratic modelB. Custodial modelC. Supportive modelD. Collegial modelAutocratic ModelIn an autocratic model, the manager has the power to command his subordinates to do a specific job. Managementbelieves that it knows what is best for an organization and therefore, employees are required to follow their orders. Thepsychological result of this model on employees is their increasing dependence on their boss. Its main weakness is itshigh human cost.Custodial ModelThis model focuses better employee satisfaction and security. Under this model organizations satisfy the security andwelfare needs of employees. Hence, it is known as custodian model. This model leads to employee dependence on anorganization rather than on boss. As a result of economic rewards and benefits, employees are happy and contentedbut they are not strongly motivated.Supportive ModelThe supportive model depends on leadership instead of power or money. Through leadership, management providesa climate to help employees grow and accomplish in the interest of an organization. This model assumes thatemployees will take responsibility, develop a drive to contribute and improve them if management will give them achance. Therefore, managements direction is to Support the employees job performance rather than to supportemployee benefit payments, as in the custodial approach. Since management supports employees in their work, thepsychological result is a feeling of participation and task involvement in an, organization.Collegial ModelThe term collegial relates to a body of persons having a common purpose. It is a team concept. Management is thecoach that builds a better team. The management is seen as joint contributor rather than as a boss. The employeeresponse to this situation is responsibility. The psychological result of the collegial approach for the employee is self-discipline. In this kind of environment employees normally feel some degree of fulfillment and worthwhile contributiontowards their work. This results in enthusiasm in employees performance.FOUR MODELS OF ORGANIZATIONAL BEHAVIOUR Autocratic Custodial Supportive CollegialBasis of Model Power Economic Leadership Partnership resourcesManagerial- Authority Money Support TeamworkorientationEmployee Dependence on Dependence on Participation Self-disciplinepsychological boss organizationresultEmployee needs Subsistence Security Status and Self-actualizationmet recognitionPerformance Minimum Passive Awakened Moderate enthusiasmresult cooperation drives It is wrong to assume that a particular model is the best model. This is because a model depends on theknowledge about human behaviour in a particular environment, which is unpredictable. The primary challenge formanagement is to identify the model it is actually using and then assess its current effectiveness. #14
  • The selection of model by a manager is determined by a number of factors such as, the existing philosophy,vision and goals of manager. In addition, environmental conditions help in determining which model will be the mosteffective model.IMPORTANCE OF ORGANIZATIONAL BEHAVIOUR TO MANAGERSManagers perform four major functions such as planning, organizing, directing and controlling. In addition to thesefunctions there are ten managerial roles, which can be defined as organized set of behaviors identified with theposition. These roles are developed by Henry Mintzberg in 1960s after a careful study of executives at work. All theseroles, in one form or other deal with people and their behaviour. These ten managerial roles are divided into threecategories. The first category called the interpersonal roles arises directly from the managers position and the formalauthority given to him. The second category, the informational role arises as a direct result of the interpersonal rolesand these two categories give rise to the third category called decisional roles. Figure 3.2 shows the categories ofmanagerial roles.The roles, in the context of organizational behaviour, are as follows:Interpersonal RolesIn every organization managers spend a considerable amount of time in interacting with other people both within theirown organizations as well as outside. These people include peers, subordinates, superiors, suppliers, customers,government officials and community leaders. All these interactions require an understanding of interpersonal behaviour.Studies show that interacting with people takes up nearly 80% of a managers time. These interactions involve thefollowing three major interpersonal roles: • Figure/lead Role: Managers act as symbolic figureheads performing social or legal obligations. These duties include greeting visitors, signing legal documents, taking important customers to lunch, attending a subordinates wedding and speaking at functions in schools and churches. All these, primarily, are duties of a ceremonial nature but are important for the smooth functioning of an organization. • Leadership Role: The influence of the manager is most clearly seen in the leadership role as a leader of a unit or an organization. Since he is responsible for the activities of his subordinates therefore he must lead and coordinate their activities in meeting task-related goals and motivate them to perform better. He must be an ideal leader so that his subordinates follow his directions and guidelines with respect and dedication. • Liaison Role: The managers must maintain a network of outside contacts. In addition, they need to have a constant contact with their own subordinates, peers and superiors in order to assess the external environment of competition, social changes or changes in governmental rules and regulations. In this role, the managers build up their own external information system. This can be achieved by attending meetings and professional conferences, personal phone calls, trade journals and informal personal contacts with outside agencies. #15
  • Information RolesA manager, by virtue of his interpersonal contacts, emerges as a source of information about a variety of issuesconcerning an organization. In this capacity of information processing, a manager executes the following three roles. • Monitor Role: The managers are constantly monitoring and scanning their internal and external environment, collecting and studying information regarding their organization. This can be done by reading reports and periodicals, interrogating their liaison contacts and through gossip, hearsay and speculation. • Information Disseminator Role: The managers must transmit the information regarding changes in policies or other matters to their subordinates, their peers and to other members of an organization. This can be done through memos, phone calls, individual meetings and group meetings. • Spokesman Role: A manager has to be a spokesman for his unit and represent his unit in either sending relevant information to people outside his unit or making some demands on behalf of his unit.Decision RolesA manager must make decisions and solve organizational problems on the basis of the environmental informationreceived. In that respect, a manager plays four important roles. • Entrepreneur Role: Managers, as entrepreneurs are constantly involved in improving their units and facing the dynamic technological challenges. They are constantly on the lookout for new ideas for product improvement or product addition. They initiate feasibility studies, arrange capital for new products and ask for suggestions from the employees to improve organization. This can be achieved through suggestion boxes, holding strategy meetings with project managers and R&D personnel. • Conflict Handling Role: The managers are constantly involved as judge in solving conflicts among the employees and between employees and management. Mangers must anticipate such problems and take preventive action and take corrective action once the problem arises. These problems may involve labor disputes, customer complaints, employee grievances, machine breakdowns, cash flow shortages and interpersonal conflicts. • Resource Allocation Role: The managers establish priorities among various projects or programs and make budgetary allocations to different activities of an organization based on these priorities. • Negotiator Role: The managers in their negotiator role represent their organization in negotiating deals and agreements within and outside of an organization. They negotiate contracts with the unions. Sales managers may negotiate prices with prime customers. Purchasing managers may negotiate prices with vendors.All these ten roles are important in a managers job and are interrelated, even though some roles may be moreinfluential than others depending upon the managerial position. For example, sales manager gives more importance tointerpersonal roles, while the production manager may give more importance to decisional roles.LIMITATIONS OF ORGANIZATIONAL BEHAVIOUR • Organizational behaviour cannot abolish conflict and frustration but can only reduce them. It is a way to improve but not an absolute answer to problems. • It is only one of the many systems operating within a large social system. • People who lack system understanding may develop a behavioral basis, which gives them a narrow view point, i.e., a tunnel vision that emphasizes on satisfying employee experiences while overlooking the broader system of an organization in relation to all its public. • The law of diminishing returns also operates in the case of organizational behaviour. It states, that at some point increase of a desirable practice produce declining returns and sometimes, negative returns. The concept implies that for any situation there is an optimum amount of a desirable practice. When that point is exceeded, there is a decline in returns. For example, too much security may lead to less employee initiative and growth. This relationship shows that organizational effectiveness is achieved not by maximizing one human variable but by working all system variables together in a balanced way. • A significant concern about organizational behaviour is that its knowledge and techniques could be used to manipulate people without regard for human welfare. People who lack ethical values could use people in unethical ways.FUTURE OF ORGANIZATIONAL BEHAVIOURThe growing interest in organizational behaviour stems from both a philosophical desire by many people to create morehumanistic work places and a practical need to design more productive work environments. As a result of these forces,organizational behaviour is now a part of the curriculum of almost all courses including engineering and medical. The field of organizational behaviour has grown in depth and breadth. The keys to its past and future successrevolve around the related processes of theory development, research and managerial practice. #16
  • Although organizational behaviour has certain limitations, it has a tremendous potential to contribute to theadvancement of civilisation. It has provided and will provide much improvement in the human environment. By buildinga better climate for people, organizational behaviour will release their creative potential to solve major social problems.In this way organizational behaviour will contribute to social improvements. Improved organizational behaviour is noteasy to apply but opportunities are there. It should produce a higher quality of life in which there is improved harmonywithin each individual, among people and among the organizations of future. LESSON – 4 GLOBAL SCENARIO OF ORGANIZATIONAL BEHAVIOURLearning ObjectivesAfter reading this lesson, you should be able to understand: • The global scenario of organizational behaviour • The barriers to cultural adaptation and measures to overcome those barriersDue to globalization of economy, many organizations now operate in more than one country. These multinationaloperations add new dimensions to organizational behaviour. It is a step into different social, political and economicenvironments. Therefore, communication and control becomes difficult. The social, political and economic differencesamong countries" influence international organizational behaviour.SOCIAL CONDITIONSIn many countries due to poorly developed resources, there is shortage of managerial personnel, scientists andtechnicians. Hence the required skills must be temporarily imported from other countries, and training programs need tobe developed to train the local workers. Trained locals become the nucleus for developing others, thereby spreadingthe training through masses. Another significant social condition in many countries is that the local culture is not familiar with advancedtechnology. A few countries arc agriculture dominated and a few other manufacturing industries dominated. Naturally,the nature of their culture and work life will be different.POLITICAL CONDITIONSPolitical conditions that have a significant effect on organizational behaviour include instability of the government,restricting industries to a particular area and nationalistic drives such as self-sufficiency in latest technologies. Whenthe government is unstable, organizations become cautious about further investments. This organizational instabilityleaves workers insecure and causes them to be passive and low in taking any initiatives. In spite of instability, a nationalistic drive is strong for locals to run their country and their organizations bythemselves without any interference by foreign nationals. In some nations, organized labor is mostly an arm of the authoritarian state and in some other nations labor issomewhat independent. In some nations, State tends to be involved in collective bargaining and other practices thataffect workers. For example, workers participation in management are restricted by law while in other countries theyare permitted.ECONOMIC CONDITIONSThe most significant economic conditions in less developed nations are low per capita income and rapid inflation.Inflation makes the economic life of workers insecure when compared to developed countries. The different socio-economic and political conditions existing in countries influence the introduction ofadvanced technology and sophisticated organizational systems. A developed country can easily adopt advancedtechnology when compared to a less developed country. These limiting conditions cannot be changed rapidly becausethey arc too well established and woven into the whole social fabric of a nation.MANAGING AN INTERNATIONAL WORKFORCEWhenever an organization expands its operations to other countries, it tends to become multicultural and will then facethe challenge of blending various cultures together. The managerial personnel entering another nation need to adjusttheir leadership styles, communication patterns and other practices to fit their host country. Their role is to providefusion of cultures in which employees from both countries adjust to the new situation seeking a greater productivity forthe benefit of both the organization and the people of the country in which it operates.Barriers to Cultural Adaptation #17
  • • Managers and other employees who come into a host country tend to exhibit different behaviors and somewhat, see situation around them from their own perspectives. They may fail to recognize the key differences between their own and other cultures. These people are called, parochial. • Another category of managers called individualistic place greatest emphasis on their personal needs and welfare. They are more concerned about themselves than the host country. • Another potential barrier to easy adaptation of another culture occurs, when-people are predisposed to believe that their homeland conditions are the-best. This predisposition is known as the self-reference criterion or ethnocentrism. This feeling interferes with understanding human: behaviour in other cultures and obtaining productivity from local employees.Cultural DistanceTo decide the amount of adaptation that may be required when personnel moves to another country, it is helpful tounderstand the cultural distance between the two countries. Cultural distance is the amount of distance between anytwo social systems. Whatever may be the amount of cultural distance, it does affect the responses of all individuals tobusiness. The managers job is to make the employees adapt to the other culture and integrate the interests of thevarious cultures involved.Cultural ShockWhen employees enter another nation they tend to suffer cultural shock, which is the insecurity and disorientationcaused by encountering a different culture. They may not know how to act. may fear losing face and self-confidence ormay become emotionally upset. Cultural shock is virtually universal. Some of the more frequent reasons for culturalshock are as follows: • Different management philosophies • New language • Alternative food, dress, availability of goods • Attitude towards work and productivity • Separation from family, friends and colleagues • Unique currency system Many expatriates report difficulty in adjusting to different human resource management philosophies, the language,the different currency and work attitudes in another culture.Overcoming Barriers to Cultural Adaptation • Careful selection; of employees, who can withstand/adjust cultural shocks for international assignments* is important. • Pre-departure training in geography, customs, culture and political environment in which the employee will be living will help for cultural adaptation. • Incentives and guarantees for better position will motivate employees for cultural adaptation in the new country. • Employees who return to their home country after working in another nation for sometime tend to suffer cultural shock in their own homeland. After adjusting to the culture of another nation and enjoying its uniqueness, it is difficult for expatriates to re-adjust to the surroundings of their home country. Hence, organizations need repatriation policies and programs to help returning employees obtain suitable assignments and adjust to the new environments.Cultural ContingenciesProductive business practices from one country cannot be transferred directly to another country. This reflects the ideaof cultural contingency that the most productive practices for a particular nation will depend heavily on the culture,social system, economic development and employees values in the host country. Hence, the expatriate managersmust learn to operate effectively in a new environment with certain amount of flexibility. Labor policy, personnelpractices and production methods need to be adapted to a different labor force. Organization structures andcommunication patterns need to be suitable for local operations.MANAGEMENTS INTEGRATING ROLEOnce managers are in a host country, their attention needs to be directed toward integrating the technologicalapproaches with the local cultures involved.Motivating and Leading Local EmployeesSame motivational tools may not suit the employees of all the nations. Hence, appropriate motivational techniquesneed to be implemented depending on the requirement of employees of that particular nation. Similarly, communication problems may also arise between the expatriate manager and the employees of thehost country. Hence, managers need to make adjustments in their communication suited to< local cultures. If localculture is ignored, the resulting imbalance in the social system interferes with the productivity. #18
  • Eventually, a cadre of employees with cross-cultural adaptability can be developed in organizations with largeinternational operations. These employees are trans-cultural’ employees because they operate effectively in severalcultures. They are low in ethnocentrism and adapt readily to different cultures without major cultural shock. Theyusually can communicate fluently in more than one language. Trans-cultural employees are especially needed in large, multinational firms that operate in a-variety of nationalcultures. For a firm to be truly multi-national in character, it should have ownership, operations, markets and managerstruly diversified. Its leaders look to the world as an economic and social unit; but they recognize each local culture,respect its integrity, acknowledge its benefits and use its differences effectively in their organization. LESSON – 5 FOUNDATION OF INDIVIDUAL BEHAVIORLearning ObjectivesAfter reading this lesson, you should be able to: • Understand the nature of individual differences in organizations • Identify the individual factors affecting organizational behaviorINDIVIDUAL BEHAVIORHuman behavior, which is; considered a complex phenomenon, is very difficult to define in absolute terms. It isprimarily a combination of responses to external and internal stimuli. These responses would reflect psychologicalstructure of the person and may be results of the combination of biological and psychological processes, whichinterpret them, respond to them in an appropriate manner and learn from the result of these responses. Psychologist Kurt Levin has conducted; considerable research into the human behavior and its causes. Hebelieves that people are influenced by a number of diversified factors, which can be both genetic and environmental.The influence of these factors determines the pattern of human behavior. Whenever people buy something, for example, a car, both the buyer and the seller sign a contract thatspecifies the terms of the sales agreement. Similarly, most people, when they begin a working relationship with anorganization formulate a psychological contract with their employer. A psychological contract is the overall set ofexpectations that an individual holds with respect to his or her contributions to the. organization and the organizationsresponse to those contributions. A psychological contract is not written down like a legal contract. An individual makes a variety of contributions to an organization in the form of—efforts, skills, ability, time,loyalty and so forth. These contributions presumably satisfy various needs and requirements of the organization. Inreturn for contributions, the organization provides incentives such as pay, promotion, and job security to the employee.Just as the contributions available from the individual must satisfy the organizations needs, the incentives must servethe employees needs in return. If both the individual and the organization consider the psychological contract fair and equitable, they will besatisfied with the relationship and are likely to continue it. If either party perceives an imbalance or iniquity in thecontract, it may initiate a change. A major challenge faced by an organization, thus, is to manage the psychologicalcontracts. One specific aspect of managing psychological contracts is managing the person-job fit. The person-job fit isthe extent to which the contributions made by the individual match the incentives offered by the organization. In theory,each employee has a specific set of needs to fulfill and a set of job related behaviors and abilities to contribute. If theorganization can take complete advantage of those behaviors and abilities and exactly fulfill the employees needs, itwill achieve a perfect person-job fit. Of course, such a precise, level of person-job fit is seldom achieved due to variousreasons such as imperfect selection procedures, differences in individual skills, constant change in the needs andrequirements of people and organization. Thus, the behavior of individuals in organization is the primary concern ofmanagement and it is essential that the managers should have an understanding of the factors influencing the behaviorof the employees they manage. The figure 5.1 identifies five sets of factors that have an impact upon individualbehavior in organizations. #19
  • NATURE OF INDIVIDUAL DIFFERENCESIndividual differences are personal attributes that vary from one person to another. Individual differences may bephysical and psychological. The figure 5.2 shows the attributes of physical and psychological differences. Physical Differences Psychological Differences • Height • Personality • Weight • Attitudes • Body Shape • Perception • Appearance • Motivation • Complexion figure • Learning 5.2 Whenever an organization attempts to assess the individual differences among its employees, it must considerthe situation in which that particular behavior occurs. Individuals who are satisfied in one context may prove to bedissatisfied in another context. Assessing both individual differences and contributions in relation to incentives andcontexts, then, is a major challenge for organizations as they attempt to establish effective psychological contracts withtheir employees and achieve optimal fits between people and jobs. Individual differences make the managers job extremely challenging. In fact, according to a recent research,"variability among workers is substantial at all levels but increases dramatically with job complexity. Due to thesereasons, growing work force diversity compel managers to view individual differences in a fresh way. Leaders now talkfrequently about "valuing differences" and learn to "manage diversity". So rather than limiting diversity, as in the past,todays managers need to better understand and accommodate employee diversity and individual differences.IMPORTANT DIMENSIONS OF INDIVIDUAL DIFFERENCES • Self-concept • Personality dimensions • Abilities, and • Personal values and ethics.Self-conceptSelf is the core of ones conscious existence. Awareness of self is referred to as ones self-concept. Sociologists ViktorGecas defines self-concept as "the concept the individual has of himself as a physical, social and spiritual or moralbeing". In other words, every individual recognizes himself as a distinct individual. A self-concept would be impossiblewithout the capacity to think. This brings us to the role of cognitions. Cognitions represent, "any knowledge, opinion, orbelief about the environment about oneself, or about ones behavior". Among many different types of cognitions, thoseinvolving expectation, planning, goal setting, evaluating and setting personal standards are particularly relevant toorganizational, behavior.Self-esteemSelf-esteem is a belief over ones own worth based on an overall self-evaluation. Those with low self-esteem tend toview themselves in negative terms. They do not feel good about themselves, tend to have trouble in dealing effectivelywith others, and are hampered by self-doubts. High self-esteem individuals, in contrast, see themselves as worthwhile,capable and acceptable. Although, high self-esteem is generally considered a positive trait because it is associatedwith better performance and greater satisfaction, recent research uncovered flaws among those having high self-esteem. Specifically, high self-esteem subjects tended to become self-centered and boastful when faced with situationsunder pressure Hence moderate self-esteem is desirable. #20
  • Managers can build employee self-esteem in four ways: 1. Be supportive by showing concern for personal problems, interests, status and contribution. 2. Offer work involving variety, autonomy and challenges that suit the individuals values, skills and abilities. 3. Strive for management-employee cohesiveness and trust building. 4. Have faith in each employees self-management ability, reward successes.Self-efficacySelf-efficacy is a persons belief about his or her chances of successfully accomplishing a specific task. According toone organizational behavior writer, "Self-efficacy arises from the gradual acquisition of complex, cognitive, social,linguistic, and/or physical skills through experience", There is strong linkage between high self-efficacy expectations and success in terms of physical and mentaltasks, anxiety reduction, addiction control, pain tolerance and illness recovery. Oppositely, those with low self-efficacyexpectations tend to have low success rates.Self-efficacy Implications for ManagersManagers need to nurture self-efficacy in them and in their employees. Self-efficacy requires constructive action ineach of the following managerial areas: • To design recruitment selection procedure. • To design interview questions to probe applicants general self-efficacy for determining orientation and training needs. • For designing job. • For systematic self-management training. • For goal-setting and quality improvement. • To evolve suitable leadership. • To design suitable regards.Personality DimensionsThe big, five personality dimensions are: extroversion, agreeableness, thoroughness, emotional stability and opennessto experience. Ideally, these personality dimensions that correlate positively and strongly with job performance wouldbe helpful in the selection, training and appraisal of employees. The individuals who exhibit; traits associated with astrong sense of responsibility and determination generally perform better than those who do not.PHYSICAL AND INTELLECTUAL QUALITIESPhysical differences among individuals are the most visible of all differences. They are also relatively easy to assess.Intellectual differences are somewhat more difficult to discern, but they too can be assessed by fairly objective means.The abilities/skills and competencies of employees are both physical and intellectual qualities. • Ability refers to an individuals skill to perform effectively in one or more areas of activity, such as physical, mental or interpersonal work. Individuals with numerical ability, for example, can be trained to apply their ability in the field of engineering, accounting and computer science. Abilities develop from an individuals natural aptitudes and subsequent learning opportunities. Aptitudes are relatively stable capacities for performing some activity effectively. Learning opportunities translate aptitude into abilities through practice, experience and formal training. Organizations have to ensure that people possess the necessary abilities to engage in the behaviors required for effective performance. This can 6e accomplished either by careful selection of people or by a combination of selection and training. • Skills are generally thought of as being more task-specific capabilities than abilities. For example, an individual with numerical ability who goes to school to learn accounting develops a numerical skill specific to that field. Thus, when a particular ability is applied to a specialized area, (for example accounting), it becomes a skill. • Competencies are skills associated with specialization. Competencies are skills that have been refined by practice and experience and that enable, the-individual to specialize in some field. For example, an accountant with numerical "ability and accounting skill takes a position in the Taxation Department and as time passes, he develops more competency as a tax expert.Physical abilities such as strength, flexibility, endurance and stamina can be developed with exercise and training.Mental abilities such as reasoning, memory visualization, comprehension and inter-personal abilities can also bedeveloped through practice and education. Even in the absence of such formal programs, many individuals managetheir own careers in such a way as to continually upgrade their abilities, skills and competencies in order to remainvaluable to their organizations. #21
  • PERSONAL VALUES AND ETHICS According to Milton Rokeach, a value is "an enduring belief that a specific mode of conduct or end-stated ofexistence is personally or socially preferable to an opposite or converse mode of conduct are end-state of existence". Ethics involve the study of moral issues and choices. It is concerned with right versus wrong and good versusbad. Relative to the workplace, the terms business ethics and management ethics are often heard.Moral Principles for Managers • Judge actions by their consequences; achieve the greatest good for the greatest number of people. • Basic human rights should be respected. • Rules and rewards should be administered impartially, fairly and equitably.Improving Organizations Ethical Climate • Managers are powerful role models whose habits and actual behavior send clear signals about the importance of ethical conduct. Ethical behavior is a 1 top to bottom proposition. • Screen potential employees by checking references, credentials, and other information for ascertaining their ethical behavior. #22
  • LESSON - 6 PERSONALITYLearning ObjectivesAfter reading this lesson, you should be able to: • Understand perceptual clarity about personality • Discuss main determinants of personality • Explain nature and dimensions of personality • Describe personality attributes that are relevant to organizational behaviorPersonality is a complex, multi-dimensional construct and there is no simple definition of what personality is. Maddidefines personality as, “A stable set of characteristics and tendencies that determine those commonalities anddifferences in the psychological behavior and that may not be easily understood as the sole result of the social andbiological pressures of the moment". From the above definition we can infer that all individuals have some universally common characteristics. Yetthey differ in some other specific attributes. This makes it difficult for the managers to assume that they can apply samereward types or motivation techniques to modify different individual behaviors. The definition, however, does not meanthat people never change. In simple terms, it asserts that individuals do not change all at once. Their thoughts, feelings,values and actions remain relatively stable over time. Changes in individuals personality can, however, occur graduallyover a period of time. The managers should, therefore, attempt to understand certain dimensions of personality. Thiscan enable them to predict the behavior of their employees on a daily basis. Some personality theorists stress the need 6f identifying person-situation as interaction. This is equivalent torecognizing thd social learning aspects related to personality. Such a social learning analysis is one of the mostcomprehensive and meaningful ways included in the overall study of organizational behavior. From this perspective,personality means the way people affect others. It also involves peoples understanding themselves, as well as theirpattern of inner and outer measurable traits, and the person and situation interaction. People affect others dependingprimarily upon their external appearance such as height, weight, facial features, color and other physical aspects andtraits. Personality traits are very important in organizational behavior. In particular, five personality traits especiallyrelated to job performance have recently emerged from research. Characteristics of these traits can be summarized asfollows: 1. Extroversion: Sociable, talkative and assertive. 2. Agreeableness: Good-natured, cooperative and trusting. 3. Conscientiousness: Responsible, dependable, persistent and achievement-oriented. 4. Emotional Stability: Viewed from a negative standpoint such as tense, insecure and nervous. 5. Openness to Experience: Imaginative, artistically sensitive and intellectual. Identifying the above "big five" traits related to performance reveals that personality plays an important role inorganizational behavior. Besides physical appearance and personality traits, the aspects of personality concerned withthe self-concept such as self-esteem and self-efficacy and the person-situation interaction also play important roles.PERSONALITY FORMATIONThe personality formation of an individual starts at birth and continues throughout his life. Three major types of factorsplay important roles in personality formation, which are as follows: • Determinants: The most widely studied determinants of personality are biological, social and cultural. People grow up in the presence of certain hereditary characteristics (body shape and height), the social context (family and friends) and the cultural context (religion and values). These three parts interact with • each other to shape personality. As people grow into adulthood, their personalities become very clearly defined and generally stable. • Stages: According to Sigmund Freud human personality progresses through four stages: dependent, compulsive, oedipal and mature. This concept of stages of growth provides a valuable perspective to organizational behavior. Experienced managers become aware of the stages that their employees often go through. This helps them 19 deal with these stages effectively and promote maximum growth for the individual and for the organization. #23
  • • Traits: Traits to personality are also based on psychology. According to some trait theories, all people share common traits, like social, (political, religious and aesthetic preferences but each individuals nature differen- tiates that person from all others.PERSONALITY FACTORS IN ORGANISATIQN5Some of the important personality factors that determine what kind of behaviors are exhibited at work include thefollowing:Need PatternSteers and Braunstein in 1976 ^developed a scale for the four needs of personality that became apparent in the workenvironment. They are as follows: • The need for achievement: Those with a high achievement need engage themselves proactively in work behaviors in order to feel proud of their achievements and successes. • The need for affiliation: Those in greater need for affiliation like to work cooperatively with others. • The need for autonomy: Those in need for autonomy function in the best way when not closely supervised. • The need for dominance: Those high in need for dominance are very effective while operating in environments where they can actively enforce their legitimate authority.Locus of ControlLocus of control is the degree to which an individual believes that his or her behavior has direct impact on theconsequences of that behavior. Some people, for example, believe that if they work hard they will certainly succeed.They, strongly believe that each individual is in control of his or her life. They are said to have an internal locus ofcontrol. By contrast, some people think that what happens to them is a result of fate, chance, luck or the behavior ofother people, rather than the lack of skills or poor performance on their part. Because- these individuals think thatforces beyond their control dictate the happenings around them, they are said to have an external locus of control. As a personality attribute, locus of control has clear implications for organizations. For example, certainindividuals have an internal locus of control, which means they have a relatively strong desire to participate in themanagement of their organizations and have a freedom to do their jobs. Thus, they may prefer a decentralizedorganization where they have a right of decision-making and work with a leader who provides them freedom andautonomy. They may like a reward system that recognizes individual performance and contributions. Conversely, people with an external locus of control, are likely to prefer a more centralized organization wherethey need not take any decisions. They may incline to structured jobs where standard procedures are defined for them.They may prefer a leader who makes most of the decisions and a reward system that considers seniority rather thanmerit.Introversion and ExtroversionIntroversion is the tendency of individuals, which directs them to be inward and process feelings, thoughts and ideaswithin themselves. Extroversion, on the contrary, refers to the tendency in individuals to look outside themselves,searching for external stimuli with which they can interact. While there is some element of introversion as well asextroversion in all of us, people tend to be dominant as either extroverts or introverts. Extroverts are sociable, lively andgregarious and seek outward stimuli or external exchanges. Such individuals are likely to be most successful whileworking in the sales department, publicity office, personal relations unit, and so on, where they can interact face to facewith others. Introverts, on the other Hand, are quiet, reflective, introspective, and intellectual people, preferring tointeract with a small intimate circle of friends. Introverts are more likely to be successful when they can work on highlyabstract ideas such as R&D work, in a relatively quiet atmosphere. Since managers have to constantly interact withindividuals both in and out of the organization and influence people to achieve the organizations goals, it is believedthat extroverts are likely to be more successful as managers.Tolerance for AmbiguityThis personality characteristic indicates the level of uncertainty that people can tolerate to work efficiently withoutexperiencing undue stress. Managers have to work well under conditions of extreme uncertainty and insufficientinformation, especially when things are rapidly changing in the organizations external environment. Managers whohave a high tolerance for ambiguity can cope up well under these conditions. Managers, who have a low tolerance forambiguity may be effective in structured work settings but find it almost impossible to operate effectively when thingsare rapidly changing and much information about the future events is not available. Thus, tolerance for ambiguity is apersonality dimension necessary for managerial success. #24
  • Self-Esteem and Self-ConceptSelf-esteem denotes the extent to which individuals consistently regard themselves as capable, successful, importantand worthy individuals. Self-esteem is an important personality factor that determines how managers perceivethemselves and their role in the organization. Self-esteem is important to self-concept, i.e., the way individuals, definethemselves as to who they are and derive their sense of identity. High self-esteem provides a high sense of self-concept, which, in turn, reinforces high self-esteem. Thus, the two are mutually reinforcing. Individuals with a high self-esteem will try to take on more challenging assignments and be successful. Thus, they will be enhancing their self-concept i.e., they would tend to define themselves as highly valued individuals in the organizational system. The higherthe self-concept and self-esteem, the greater will be their contributions to the goals of the organization, especially whenthe system rewards them for their contributions.Authoritarianism and DogmatismAuthoritarianism is the extent to which an individual believes that power and status differences are important withinhierarchical social systems like organizations. For example, an employee who is highly authoritarian may acceptdirectives or orders from his superior without much questioning. A person who is not highly authoritarian might agree tocarry out appropriate and reasonable directives from his boss. But he may also raise questions, express disagreementand even refuse to carry out requests if they arc for some reason objectionable. Dogmatism is the rigidity of a persons beliefs and his or her openness to other viewpoints. The popular termsclose-minded and open-minded describe people who are more and less .dogmatic in their beliefs respectively. Forexample, a manager may be unwilling to listen to a new idea related to doing something more efficiently. He is said tobe a person who is close-minded or highly dogmatic. A manager who is very receptive to hearing about and trying outnew ideas in the same circumstances might be seen as more open-minded or less dogmatic. Dogmatism can be eitherbeneficial or detrimental to organizations, but given the degree of change in the nature of organizations and theirenvironments, individuals who are, not dogmatic are most likely to be useful and productive organizational members.Risk PropensityRisk-propensity is the decree to which an individual is willing to take chances and make risky decisions. A managerwith a high-risk propensity might be expected to experiment with new ideas and to lead the organization in newdirections. In contrast, a manager with low risk propensity might lead to a stagnant and overly conservativeorganization.MachiavellianismMachiavellianism is manipulating or influencing other people as a primary way of achieving ones goal. An individualtends to be Machiavellian, if he tends to be logical in assessing the system around, willing to twist and turn facts toinfluence others, and try to gain control of people, events and situations by manipulating the system to his advantage.Type A and B PersonalitiesType A persons feel a chronic sense of time urgency, are highly achievement-oriented, exhibit a competitive drive, andare impatient when their work is slowed down for any reason. Type B persons are easy-going individuals who do notfeel the time urgency, and who do not experience the competitive drive. Type A individuals are significantly more proneto heart attacks than Type B individuals. While Type A persons help the organization to move ahead in a relatively shortperiod of time they may also suffer health problems, which might be detrimental to both themselves and theorganization in the long run.Work-Ethic OrientationSome individuals are highly work-oriented while others try to do the minimum Work that is necessary to get by withoutbeing fired on-the-job. The extremely work oriented person gets greatly involved in the job. Extreme work ethic valuescould lead to traits of "workahollism" where work is considered as the only primary motive for living with very littleoutside interests. For a workaholic turning to work can sometimes become a viable alternative to facing non-workrelated problems. A high level of work ethic orientation of members is good for the organization to achieve its goals.Too much "workahollism", however, might lead to premature physical and mental exhaustion and health problems,which is dysfunctional for both organization and the workaholic members. The above ten different personality predispositions are important for individual, managerial andorganizational effectiveness.DESIRED PERSONALITY CHARACTERISTICS FOR EFFECTIVE MANAGERSObviously, there arc some personality ^predispositions, which are favourable "to managerial effectiveness and to thesuccess of managers. Apart from possessing the necessary skills and abilities, managers need to develop a hightolerance for ambiguity. There are many changes taking place in the internal and the external environment of anorganization.. Naturally, several unpredictable factors are involved in any complex situation, which are beyond the #25
  • managers’ control. Therefore, they should be able to, handle situations as they come, without experiencing unduestress. Thus, a high tolerance for ambiguity is a desired managerial trait. Managers with a good mix of achievements,affiliations and power will be successful in most situations. This is because they will have the drive to achieve the goalsand the interpersonal orientation to get the job done through others. In sales and other people-oriented roles, extrovertmanagers will fit better in their jobs. Similarly, managers with internal locus of control will be more efficient asintellectual and skilled performers. Managers with good work ethic values, will get more involved in their jobs and makethings happen. They are likely to be more successful in their jobs. Managers with Type A personalities may suit verywell for some jobs, which have inbuilt performance pressures and deadlines, but they need to know how to relaxthrough exercises and self-monitor their stress levels. Personality is a relatively stable factor, but our predispositions can be changed through conscious choice. Forinstance, our tolerance for ambiguity and ability to handle stress can be considerably enhanced; the attributions wemake for success such as internal versus external-locus of control can be changed. Also, our latent needs can beactivated and our skills in decision-making can be increased through training programs and by deliberately making thenecessary changes. Recognizing the essential ingredients for managerial success is the first step towards making thechanges. THE SELF-CONCEPT: SELF-ESTEEM AND SELF-EFFICACYPeoples attempt to understand themselves is called the self-concept in personality theory. The human self is made ofmany interacting parts and may be thought of as the personality viewed from within. This self is particularly relevant tothe concepts of self-esteem and self-efficacy in the field of organizational behavior. Peoples self-esteem has to do with their self-perceived competence and self-image. Considerable researchhas been done on the role played by self-esteem outcomes in the organizational behavior. Most recently done studiesindicate that self-esteem plays an important moderating role in the areas of emotional and behavioral responses andstress of organizational members. It was recently noted that, "both research and everyday experience confirm thatemployees with high self-esteem feel unique, competent, secure, empowered and connected, to the people aroundthem" Self-efficacy is concerned with self-perceptions of how well a person can cope with situations as they arise.Those with high self-efficacy feel capable and confident of performing well in a situation. In the field of organizationalbehavior, self-efficacy is conceptually close to self-esteem. Miner points out the differences by noting that self-esteemtends to be a generalized trait (it will be present in any situation), while self-efficacy tends to be situation specific. Self-efficacy; has been shown to have an empirical relationship with organizational performance and other dynamics oforganizational behavior. In summary, personality is a very diverse and complex cognitive process. It incorporates almost everything. Asdefined above, personality means the whole person. It is concerned with external appearance and traits, self andsituational interactions. Probably the best statement on personality was made many years ago by Kluckhohn andMurray, "to some extent, a persons personality is like all other peoples, like some other peoples, and like no otherpeoples." #26
  • LESSON – 7 LEARNING AND BEHAVIOR MODIFICATIONLearning ObjectivesAfter reading this lesson, you should be able to: • Understand various factors affecting human behavior • Explain implications of behavior modification • Describe reinforcement for inducing positive behaviorLearning is an important psychological process that-determines human behavior. Learning can be defined as “relativelypermanent change in behavior that occurs as a result of experience or reinforced practice". There are four importantpoints in the definition of learning: 1. Learning involves a change in behavior, though this change is not necessarily an improvement over previous behavior. Learning generally has the connotation of improved behavior, but bad habits, prejudices, stereotypes, and work restrictions are also learned. 2. The, behavioral change must be relatively permanent. Any temporary change in behavior is not a part of learning. 3. The behavioral change must be based oh some form of practice or experience. 4. The practice or experience must be reinforced in order so as to facilitate learning to occur.COMPONENTS OF THE LEARNING PROCESSThe components of learning process are: drive, cue stimuli, response, reinforcement and retention.DriveLearning frequently occurs in the presence of drive - any strong stimulus that impels action. Drives are basically of twotypes -primary (or physiological); and secondary (or psychological). These two categories of drives often interact witheach other. Individuals operate under many drives at the same time. To predict a behavior, it is necessary to establishwhich drives are stimulating the most.Cue StimuliCue stimuli are those factors that exist in the environment as perceived by the individual. The idea is to discover theconditions under which stimulus will increase the probability of eliciting a specific response. There may be two types i ofstimuli with respect to their results in terms of response concerned: generalization and discrimination.Generalization occurs when a response is elicited by a similar but new stimulus. If two stimuli are exactly alike, they willhave the same probability of evoking a specified response. The principle of generalization has important implications forhuman learning. Because of generalization, a person does not have to completely relearn each of the new tasks. Itallows the members to adapt to overall changing conditions and specific new assignments. The individual can borrowfrom past learning experiences to adjust more smoothly to new learning situations.Discrimination is a procedure in which an organization learns to emit a response to a stimulus but avoids making thesame response to a similar but somewhat different stimulus. Discrimination has wide applications in organizationalbehavior. For example, a supervisor can discriminate between two equally high producing workers, one with low qualityand other with high quality.ResponsesThe stimulus results in responses. Responses may be in the physical form or may be in terms of attitudes, familiarity,perception or other complex phenomena. In the above example, the supervisor discriminates between the workerproducing low quality products and the worker producing high quality products, and positively responds only to thequality conscious worker.ReinforcementReinforcement is a fundamental condition of learning. Without reinforcement, no measurable modification of behaviortakes place. Reinforcement may be defined as the environmental events affecting the probability of occurrence ofresponses with which they are associated.RetentionThe stability of learned behavior over time is defined as retention and its contrary is known as forgetting. Some of thelearning is retained over a period of time while others may be forgotten. #27
  • LEARNING THEORIESClassical ConditioningThe work of the famous Russian physiologist Ivan Pavlov demonstrated the classical conditioning process. WhenPavlov presented a piece of meat to the dog in the experiment, Pavlov noticed a great deal of salivation. He termed thefood an unconditioned stimulus and the salivation an unconditioned response. When the dog saw the meat, it salivated.On the other hand, when Pavlov merely rang a bell, the dog did not salivate. Pavlov subsequently introduced the soundof a bell each time the meat was given to the dog. The dog eventually learned to salivate in response to the ringing ofthe-bell-even when there was no meat. Pavlov had conditioned the dog to respond to a learned stimulus. Thorndikecalled this the "law of exercise" which states that behavior can be learned by repetitive association between a stimulusand a response. Classical conditioning has a limited value in the study of organizational behavior. As pointed out by Skinner,classical conditioning represents an insignificant part of total human learning. Classical conditioning is passive.Something happens and we react in a specific or particular fashion. It is elicited in response to a specific, identifiableevent. As such it explains simple and reflexive behaviors. But behavior of people in organizations is emitted rather thanelicited, and it is voluntary rather than reflexive. The learning of these complex behaviors can be explained or betterunderstood by looking at operant conditioning.Operant ConditioningAn operant is defined as a behavior that produces effects. Operant conditioning, basically a product of Skinnerianpsychology, suggests that individuals emit responses that are either not rewarded or are punished. Operantconditioning is a voluntary behavior and it is determined, maintained and controlled by its consequences. Operant conditioning is a powerful tool for managing people in organizations. Most behaviors in organizationsare learned, controlled and altered by the consequences; i.e. operant behaviors. Management can use the operantconditioning process successfully to control and influence the behavior of employees by manipulating its rewardsystem. Reinforcement is anything that both increases the strength of response and tends to induce repetitions of thebehavior. Four types of reinforcement strategies can be employed by managers to influence the behavior of theemployees, viz., positive reinforcement, negative reinforcement, extinction and punishment.Positive ReinforcementPositive reinforcement strengthens and increases behavior by the presentation of a desirable consequence (reward). Inother words, a positive reinforce is a reward that follows behavior and is capable of increasing the frequency of thatbehavior. There are two typos of positive: reinforces: primary and secondary. Primary reinforcers such as food, waterand sex are of biological importance and have effects, which arc independent of past experiences. For instance, aprimary reinforcer like food satisfies hunger need and reinforced food-producing behavior. Secondary reinforcers likejob advancement, recognition, praise and esteem result from previous association with a primary reinforcer. Primaryreinforcers must be learned. In order to apply reinforcement procedures successfully, management must selectreinforcers that are sufficiently powerful and durable.Negative ReinforcementThe threat of punishment is known as negative reinforcement. Negative reinforcers also serve to strengthen desiredbehavior responses leading to their removal or termination.ExtinctionExtinction is an effective method of controlling undesirable behavior. It refers to non-reinforcement. It is based on theprinciple that if a response is not reinforced, it will eventually disappear. Extinction is a behavioral strategy that does notpromote desirable behaviors but can help to reduce undesirable behaviors.PunishmentPunishment is a control device employed in organizations to discourage and reduce annoying behaviors of employees. OBSERVATIONAL LEARNINGObservational learning results from watching the behavior of another person and appraising the consequences of thatbehavior. It does not require an overt response. When Mr. X observes that Y is rewarded for superior performance, Xlearns the positive relationship between performance and rewards without actually obtaining the reward himself.Observational learning plays a crucial role in altering behaviors in organizations.Cognitive LearningHere the primary emphasis is on knowing how events and objects are related to each other. Most of the learning thattakes place in the classroom is cognitive learning. Cognitive learning is important because it increases the change thatthe learner will do the right thing first, without going through a lengthy operant conditioning process. #28
  • LEARNING THEORY AND ORGANIZATIONAL BEHAVIORThe relevance of the learning theories for explaining and predicting of organizational behavior is marginal. This doesnot mean that learning theories are totally irrelevant. Learning concepts provide a basis for changing behaviors that areunacceptable and maintaining those behavior that are acceptable. When individuals engage in various types ofdysfunctional behavior such as late for work, disobeying orders, poor performance, the manager will attempt to educatemore functional behaviors. Learning theory can also provide certain guidelines for conditioning organizational behavior. Managersknow that individuals capable of giving superior performance must be given more reinforces than those with average orlow performance. Managers can successfully use the operant conditioning process to control and influence the behavior ofemployees; by manipulating its reward system. #29
  • LESSON – 8 LEARNING AND BEHAVIOUR MODIFICATIONLearning ObjectivesAfter reading this lesson, you should be able to: • Explain the concept of attitude in organizations • Understand the method of formation of attitude • Discuss individual attitude in organizations and indicate their effect on behaviour • Explain the concept of perception and perceptual process • Describe perception attribution in organizationsIn simple words, an "attitude" is an individuals point of view or an individuals way of looking at something. To be moreexplicit, an "attitude" may be explained as the mental state of an individual, which prepares him to react or make himbehave in a particular pre-determined way. An attitude is defined as, "a learned pre-disposition to respond in a consistently favourable or unfavorablemanner with respect to a given object". Attitude is the combination of beliefs and feelings that people have about specific ideas, situations or otherpeople. Attitude is important because it is the mechanism through which most people express their feelings.COMPONENTS OF ATTITUDEAttitude has three components, which are as follows: • Affective component • Cognitive component • Intentional componentThe figure 8.1 shows the components of attitude. The affective component of an attitude reflects feelings and emotions that an individual has towards asituation. The cognitive component of an attitude is derived from knowledge that an individual has about a situation.Finally, the intentional component of an attitude reflects how an individual expects to behave towards or in thesituation. For example, the different components of an attitude held towards a firm, which supplies inferior products andthat too irregularly could be described as follows: • "I dont like that company"—Affective component. • "They are the worst supply firm I have ever dealt with"—Cognitive component. • "I will never do business with them again"—Intentional component. #30
  • People try to maintain consistency among the three components of their attitudes. However, conflictingcircumstances often arise. The conflict that individuals may experience among their own attitudes is called cognitivedissonance.ATTITUDE FORMATION AND CHANGEIndividual attitude are formed over time as a result of repeated personal experiences with ideas, situations orpeople. One of the very important ways to understand individual behaviour in an organization is that of studyingattitude, which is situationally specific and learned. An attitude may change as a result of new information. A manager may have a negative attitude about a newemployee because of his lack of job-related experience. After working with a new person, a manager may come torealise that he is actually very talented and subsequently may develop a more positive attitude toward him.Work-Related AttitudesPeople in an organization form attitude about many things such as about their salary, promotion possibilities, superiors,fringe benefits, food in the canteen, uniform etc. Especially some important attitudes are job satisfaction ordissatisfaction, organizational commitment and job involvement.Job SatisfactionJob satisfaction is an attitude reflects the extent to which an individual is gratified or fulfilled .by his or her work.Extensive research conducted on job satisfaction has indicated that personal .factors such as an individuals needs andaspirations determine this attitude, along with group and organizational factors such as relationships with co-workersand supervisors, working conditions, work policies and compensation. A satisfied employee also tends to be absent less often, makes positive contributions, and stays with theorganization. In contrast, a dissatisfied employee may be absent more often may experience stress that disrupts co-workers, and may keep continually looking for another job. Organizational factors that influence employee satisfaction include pay, promotion, policies and procedures ofthe organizations and working conditions. Group factors such as relationship with co-workers and supervisors alsoinfluence job- satisfaction. Similarly, satisfaction depends on individual factors like individuals needs and aspirations. Ifemployees are satisfied with their job, it may lead to low employee turnover and less absenteeism and vice-versa.Organizational Commitment and InvolvementTwo other important work-related attitudes arc organizational commitment and involvement. Organizationalcommitment is the individuals feeling of identification with and attachment to an organization. Involvement refers to apersons willingness to be a team member and work beyond the usual standards of the job. An employee with littleinvolvement is motivated by extrinsic motivational factor and an employee with strong involvement is motivated byintrinsic motivational factors. There are a number of factors that lead to commitment and involvement. Both may increase with anemployees age and years with the organization, with his sense of job security and participation in decision-making. Ifthe organization treats its employees fairly and provides reasonable rewards and job security, employees are morelikely to be satisfied and committed. Involving employees in decision-making can also help to increase commitment. Inparticular, designing jobs, which are interesting and stimulating, can enhance job involvement.ATTITUDE: IT’S IMPORTANCE IN ORGANIZATIONAL BEHAVIOURAttitudes of both workers and management react to each other and determine mutual relationships. Attitude is an understanding or learning of why employees feel and act the way; they do and help supervisors inwinning cooperation from them. So, it is very essential for the efficient working of an organization. From a personal perspective, attitudes provide knowledge base or prepare, our mental state, for our interactionwith others, and with the world around us. This directly affects organizational behaviour, and in turn organizationalworking.PerceptionPerception is an important mediating cognitive process. Through this complex process, people make interpretations ofthe stimulus or situation they are faced with. Both selectivity and organization go into perceptual, interpretations.Externally, selectivity is affected by intensity, size, contrast, repetition, motion and novelty and familiarity. Internally,perceptual selectivity is influenced by the individuals motivation, learning and personality. After the selective processfilters the stimulus situation, the incoming information is organized into a meaningful whole. Individual differences and uniqueness are largely the result of the cognitive processes. Although there arc anumber of cognitive processes, it is generally recognized that the perceptual process is a very important one. It is aprocess that takes place between the situation and the behaviour and is most relevant to the study of organizationalbehaviour. For example, the observation that a department head and a subordinate may react quite differently to thesame top management directive can be better understood and explained by the perceptual process. #31
  • In the process of perception, people receive many different kinds of information through all five senses,assimilate them and then interpret them. Different people perceive the same information differently. Perception plays a key role in determining individual behaviour in organizations. Organizations send messagesin a variety of forms to their members regarding what they are expected to do and not to do. In spite of organizationssending clear messages, those messages are subject to distortion in the process of being perceived by organizationalmembers. Hence, managers need to have a general understanding of the basic perceptual process.Basic Perceptual ProcessPerception is influenced by characteristics of the object being perceived, by the characteristics of the person and by thesituational processes. • Characteristics of the object include contrast, intensity, movement, repetition and novelty. • Characteristics of the person include attitude, self-concept and personality. The details of a particular situation affect the way a person perceives an object; the same person may perceive thesame object very differently in different situations. The processes through which a persons perceptions are altered bythe situation include selection, organization, attribution, projection, stereotyping process, and the halo effect process.Among these, selective perception and stereotyping are particularly relevant to organizations.Selective PerceptionSelective perception is the process of screening out information that we are uncomfortable with or that contradicts ourbeliefs. For example, a manager has a very positive attitude about a particular worker and one day he notices that theworker seems to be goofing up. Selective perception may make the manager to quickly disregard what he observed.For example, a manager who has formed a very negative attitude about a particular worker and he happens to observea high performance from the same worker. In this case influenced by the selective perception process he too willdisregard it. In one sense, selective perception is beneficial because it allows us to disregard minor bits of information. But ifselective perception causes managers to ignore important information, it can become quite detrimental.StereotypingStereotyping is the process of categorizing or labeling people on the basis of a single attribute. Perceptions based onstereotypes about peoples sex exist more or less in all work places. Typically, these perceptions lead to the belief thatan individuals sex determines which tasks he or she will be able to perform. For example, if a woman is sitting behindthe table in the office, she will be very often, perceived as a clerk and not an executive at first. But it would induceholding an exactly opposite assumption about a man. Stereotyping consists of three steps: identifying categories ofpeople (like women, politician), associating certain characteristics with those categories (like passivity, dishonestyrespectively) and then assuming that any one who fits a certain category must have those characteristics. For example,if dishonesty is associated with politicians, we are likely to assume that all politicians are dishonest.PERCEPTION AND ATTRIBUTIONPerception is also closely linked with another process called attribution. Attribution is a mechanism through which weobserve behaviour and then attribute certain causes to it. According to Attribution theory, once we observe behaviourwe evaluate it in terms of its consensus, consistency and distinctiveness. Consensus is the extent to which otherpeople in the same situation behave in the same way. Consistency is the degree to which the same person behaves inthe same way at different times. Distinctiveness is the extent to which the same person behaves in the same way inother situations. The forces within the person (internal) or outside the person (external) lead to the behaviour. For instance, if you observe that an employee is much more motivated than the people around (lowconsensus), is consistently motivated (high consistency), and seems to work hard no matter what the task (lowdistinctiveness) you might conclude that internal factors are causing that particular behaviour. Another example is of amanager who observes that an employee is late for a meeting. He might realize that this employee is the only one who-is laic (low consensus), recall that he is often late for other meetings (high consistency), and subsequently recall thatthe same employee is sometimes late for work (low distinctiveness). This pattern of attributions might cause themanager to decide that the individuals behaviour requires a change. At this point, the manager might meet thesubordinate to establish some disciplinary consequences to avoid future delays.IMPRESSION MANAGEMENTSocial perception is concerned with how one individual perceives other individuals. Conversely, impressionmanagement is the process by which the general people attempt to manage or control the perceptions that others formabout them. People often tend to present themselves in such a way so as to impress others in a socially desirablemanner. Thus, impression management has considerable implications for activities like determining the validity of #32
  • performance appraisals. It serves as a pragmatic, political tool for someone to climb the ladder of success inorganizations.The Process of Impression ManagementAs with other cognitive processes, impression management has many possible conceptual dimensions arid has beenresearched in relation to aggression, attitude change; attributions and social facilitation, among other things. Mostrecently, however, two separate components of impression management have been identified - impression motivationand impression construction. Especially in an employment situation, subordinates may be; motivated to control howtheir boss perceives them. The degree of this motivation to manage impression will depend on factors like therelevance that these impressions have on the individuals goals, the value of these goals, the discrepancy between theimage one would like others to hold and the image one believes others already hold. Impression construction, the other major process, is concerned with the specific type of impression people wantto make and how they create it. Although some theorists limit the type of impression only to personal characteristicsothers include such things as attitudes, physical status, interests, or values. Using this broader approach, five factorshave been identified as being especially relevant to the] kinds of impression people try to construct: the self-concept,desired and undesired identity images, role constraints, target values and current social image. Although there hasbeen a considerable research done on how these five factors influence the type of impression that people try to make,there is still little known of how they select the way to manage others perceptions of them.Employee Impression Management StrategiesThere are two basic strategies of impression management that employees can use. If employees are trying to minimizeresponsibility for some negative event or to stay out of trouble, they may employ a demotion-preventative strategy. Onthe other hand, if they are seeking to maximize responsibility for a positive outcome or to look better than what theyreally are, then they lean use a promotion-enhancing strategy.The demotion-preventative strategy is characterized by the following activities: • Employees attempt to excuse or justify their actions. • Employees apologies to the boss for some negative event. • Employees secretly tell their boss that they fought for the right thing, but were overruled. Employees using this approach try to disassociate themselves from the group and from the problem.The promotion enhancing strategies involve the following activities: • Employees harbor a feeling that they have not been given credit for a positive outcome. • Employees point out that they did more, but received a lesser credit. • Employees identify cither personal or organizational obstacles they had to overcome to accomplish an outcome and expect a higher credit. • Employees ascertain that they are seen with the right people at the right times.Coping with Individual DifferencesIndividual differences and peoples perception of them affect every aspect of behaviour in organizations. Managersmust never underestimate, the differences between individuals. Successful managers constantly monitor their ownassumptions, perceptions and attributions, trying to treat each individual as a unique person #33
  • LESSON – 9 MOTIVATION AND BEHAVIORLearning ObjectivesAfter reading this lesson, you should be able to: • Understand the meaning, nature and importance of motivation • Explain need-based theories of motivation • Discuss expectancy theory of motivation • Explain ways of enhancing employee motivationThe word motivation is derived from ‘motive, which means an active form of a desire, craving or need that must besatisfied. Motivation is the key to organizational effectiveness. The manager in general has to get the work donethrough others. These others are human resources who need to be motivated to attain organizational objectives.DEFINITIONAccording to George R. Terry, "Motivation is the desire within an individual that stimulates him or her to action." In the words of Robert Dubin, it is "the complex of forces starting and keeping a person at work in anorganization". Viteles defines motivation as "an unsatisfied need which creates a state of tension or disequilibrium,causing the individual to move in a goal directed pattern towards restoring a state of equilibrium, by satisfying theneed." According to Encyclopaedia of Management. "Motivation refers to the degree of readiness of an organism topursue some designated goals and implies the determination of the nature and locus of force inducing a degree ofreadiness." On the basis of above definitions, the following observations can be made regarding motivation: • Motivation is an inner psychological force, which activates and compels the person to behave in a particular manner. • The motivation process is influenced by personality traits, learning abilities, perception and competence of an individual. • A highly motivated employee works more efficiently and his level of production tends to be higher than others. • Motivation originates from the-needs and wants of an individual. It is a tension of lacking something in his mind, which forces him to work more efficiently. • Motivation is also a process of stimulating and channelising the energy of an individual for achieving set goals. • Motivation also plays a crucial role in determining the level of performance. Highly motivated employees get higher satisfaction, which may lead to higher efficiency. • Motivating force an^ its degree, may differ from individual to individual depending on his personality, needs, competence and other factors. • The process of Motivation helps the manager in analysing and understanding human behavior and finding but how an individual can be inspired to produce desirable working behavior. • Motivation may be positive as well as negative. Positive motivation includes incentives, rewards and other benefits while negative motivation implies some punishment, fear, use of force etc. • The motivation procedure contributes to and boosts up the morale of the employees. A high degree of motivation may lead to high morale.FEATURES OF MOTIVATIONThe following are the features of motivation: • It is an internal feeling and forces a person to action. • It is a continuous activity. • It varies from person to person and from time to time. • It may be positive or negative.IMPORTANCE OF MOTIVATIONMotivation is an important part of managing process. A team of highly qualified and motivated employees is necessaryfor achieving objectives of an organization because of the following reasons: • Motivated employees make optimum use of available resources for achieving objectives. • Motivation is directly related to the level of efficiency of employees. • Motivated employees make full use of their energy and other abilities to raise the existing level of efficiency. #34
  • • Motivated employees make goal-directed efforts. They are more committed and cooperative for achieving organizational objectives. • Motivated employees are more loyal and sincere to an organization. These factors help reduce absenteeism and labor turnover. • Motivation is considered as a backbone of good industrial relations. • Effectively motivated employees get more job satisfaction and possess high morale. • Motivation also helps in improving the image of an organization. The motivation process begins with identification of individual needs. For example, when an employee feelsunderpaid then what, then he tries to fulfill his needs by asking for a raise or by working harder to earn a raise or byseeking a new job. He then chooses to pursue one or more of these options for instance, working harder whilesimultaneously looking for a job. If his hard work resulted in a pay rise, he probably feels satisfied and will continue towork hard. But if no raise has been provided he is likely to try another option. Since people have many different needs,the satisfaction of one need or set of needs is likely to give rise to the identification of other needs. Thus, the cycle ofmotivation is constantly repeated. Understanding human motivation is crucial for managing people. Extensive research has been performed to findout what makes people work and how to motivate them. This includes managers, social scientists, behaviorists andpsychologists. A number of theories have been developed, even though there is no universally acceptable motivationtheory. Understanding these theories facilitates the managers to get a better insight into the human behavior.NEED-BASED THEORIES TO MOTIVATIONNeed-based theories try to answer the question, "what factor(s) motivate people to choose certain behaviors?" Some ofthe widely known need-based theories are as follows:(a) Maslows Hierarchy of NeedsMaslow Abraham proposed his theory in the 1940s. This theory, popularly known as the Hierarchy of Needs assumesthat people are motivated to satisfy five levels of needs: physiological, security, belongingness, esteem and self-actualization needs. The figure 9.1 shows Maslows hierarchy of needs Maslow suggested that the five levels of needs are arranged in accordance with their importance, starting fromthe bottom of the hierarchy. An individual is motivated first and foremost to satisfy physiological needs. When theseneeds are satisfied, he is motivated and moves up the hierarchy to satisfy security needs. This moving up processcontinues until the individual reaches the self-actualization level. Physiological needs represent the basic issues of survival such as food, sex, water and air. In organizationalsettings, most physiological needs are satisfied by adequate wages and by the work environment itself, which providesemployees with rest rooms, adequate lighting, comfortable temperatures and ventilation. Security or safety needs refer to the requirements for a secure physical and emotional environment. Examplesinclude the desire for adequate housing and clothing, the need to be free from worry about money and job security andthe desire for safe working conditions. Security needs are satisfied for people in the work place by job continuity, agrievance resolving system and an adequate insurance and retirement benefit package. Belonging or social needs are related to the, social aspect of human life. They include the need for love andaffection and the need to be accepted by ones peers. For most people these needs are satisfied by a combination of #35
  • family and community relationships and friendships on the job. Managers can help ensure the satisfaction of theseimportant needs by allowing social interaction and by making employees feel like part of a team or work group. Esteem needs actually comprise of two different sets of needs: • The need for a positive self-image and self-respect. • The need for recognition and respect from others. Organizations can help address esteem needs by providing a variety of external symbols of accomplishment suchas job titles and spacious offices. At a more fundamental level, organizations can also help satisfy esteem needs byproviding employees with challenging job assignments that can induce a sense of accomplishment. At the top of the hierarchy are those needs, which Maslow defines the self-actualization needs. These needsinvolve realizing ones potential for continued: growth and individual development. Since these needs are highlyindividualized and personal, self-actualization needs are perhaps the most difficult for managers to address. Therefore,an employee should try to meet these needs on his own end. However, an organization can help his employee bycreating a climate for fulfillment of self-actualization needs. For instance, an organization can help in fulfillment of theseneeds by encouraging employee’s participation in decision-making process and by providing them with an opportunityto learn new things about their jobs and organization. This process of contributing to actual organizational performancehelps employees experience personal growth and development associated with self-actualizing. Maslows concept of the need hierarchy possesses a certain intuitive logic and has been accepted universally bymanagers. But research has revealed several shortcomings of the theory such as some research has found that fivelevels of needs are not always present and that the order of the levels is not always the same as assumed by Maslow.Moreover, it is difficult for organizations to use the need hierarchy to enhance employee motivation.(b) ERG Theory of MotivationClayton Alderfer has proposed an alternative hierarchy of needs - called the ERG Theory of Motivation. The letters E, Rand G stand for Existence, Relatedness and Growth. The figure 9.2 shows ERG theory: ERG Theory the need hierarchy developed by Maslow into three 9.2. The existence needs in this theory refersto the physiological and security needs of Maslow. Relatedness needs refers to belongingness and esteem needs.Growth needs refers to both self-esteem and self-actualization needs. Although ERG Theory assumes that motivated behavior follows a hierarchy in somewhat the same fashion assuggested by Maslow, there are two important differences. • Firstly, ERG theory suggests that more than one kind of need might motivate a person at the same time. For example, it allows for the possibility that people can be motivated by a desire for money (existence); friendship (relatedness), and an opportunity to learn new skills (growth) all at the same time. #36
  • • Secondly, ERG theory has an element of frustrations-regression that is missing from Maslows need hierarchy. Maslow maintained that one heed must be satisfied before an individual can progress to needs at a higher level, for example, from security needs to belongingness. This is termed as satisfaction—progression process. Although the ERG theory includes this process, it also suggests that if needs remain unsatisfied at some higher level, the individual will become frustrated, regress to a lower level and will begin to pursue low level needs again. For" example, a worker previously motivated by money (existence needs) is awarded a pay rise to satisfy this needs. Then he attempts to establish more friendship to satisfy relatedness needs. If for some reason an employee finds that it is impossible to become better friends with others in the work place, he may eventually become frustrated and regress to being motivated to earn even more money. This is termed as ‘frustration-regression process. The ERG theory emphasis on the following key points regarding needs: o Some needs may be more important than others. o People may change their behavior after any particular set of needs has been satisfied.(c) The Dual-Structure Approach to MotivationAnother popular need-based approach to motivation is the dual-structure approach developed by Frederick Herzberg.This is also known as Two-factor Theory. Herzberg developed this approach after interviewing 200 accountants andengineers in Pittsburg. He asked them to recall such occasions when they had been dissatisfied and less motivated. Hefound that entirely different sets of factors were associated with satisfaction and dissatisfaction. For instance, anindividual who identified low pay as causing dissatisfaction did not necessarily mention high pay as a cause ofsatisfaction. Instead, several other factors, such as recognition or accomplishment, were cited as causing satisfaction. This finding suggests that satisfaction and dissatisfaction are at opposite ends of a single scale. Employeeswould, therefore, be satisfied, dissatisfied or somewhere in between. Herzberg argued that attitudes and motivationconsists of a dual structure. One structure involves a set of factors that result in feelings ranging from satisfaction to nosatisfaction. The other structure involves a set of factors that result in feelings ranging from dissatisfaction to nosatisfaction. Herzberg identified two sets of factors responsible for causing either satisfaction or dissatisfaction. The factorsinfluencing satisfaction are called motivation factors or motivators, which are related specifically to the job itself and thefactors causing dissatisfaction are called hygiene factors, which are related to the work environment in which the job isperformed.Motivators • Achievement • Recognition • Advancement • The work itself • The possibility of personal growth • ResponsibilityHygiene or Maintenance Factors • Company policies • Technical supervision • Interpersonal relations with supervisor • Interpersonal relations with peers • Interpersonal relations with subordinates • Salary • Job security • Personal life • Work conditions • Status Based on these findings, Herzberg recommended that managers seeking to motivate employees should first makesure that hygiene factors are taken care of and that employees are not dissatisfied with pay, security and workingconditions. Once a manager has eliminated employee dissatisfaction, Hertzberg recommends focusing on a differentset of factors to increase motivation, by improving opportunities for advancement, recognition, advancement andgrowth. Specifically, he recommends job enrichment as a means of enhancing the availability of motivation factors. #37
  • Although widely accepted by managers, Hertzberg’s dual structure approach however suffers from certaindrawbacks. Other researchers who measured satisfaction and dissatisfaction based on different aspects reached verydifferent conclusions. They have also criticized Herzbergs theory for its inability to define the relationship betweensatisfaction and motivation and to pay enough attention to differences between individuals. Hence, at presentHerzbergs theory is not held in high esteem by researchers in the field of motivation. The theory, however, had a majorimpact on managers and has played a key role in increasing their awareness of motivation and its importance in typework place.X AND ‘Y THEORIES OF MOTIVATIONDouglas McGregor observed two diametrically opposing viewpoints of managers about their employees; one isnegative called "Theory of X" and another is positive called "Theory of Y". ITheory of XFollowing are the assumptions of managers who believe in the "Theory of X" regarding their employees. • Employees dislike work. • Employees must be coerced, controlled or threatened to do the work. • Employees avoid responsibilities and seek formal direction. • Most employees consider security of job, most important of all other factors in the job and have very little ambition.Theory of YFollowing are the assumptions of managers who believe in the "Theory of Y" regarding their employees. • Employees love work as play or rest. • Employees are self-directed and self-controlled and committed to the organizational objectives. • Employees accept and seek responsibilities. • Innovative spirit is not confined to managers alone, some employees also possess it.Applicability of Theories X and YTheory X in its applicability, places exclusive reliance upon external control of human behavior, while theory Y, reliesheavily on self-control -and self-direction. Theory X points to the traditional approach of management. Literally, this theory of behavior is related toorganizations that lay hard and rigid standards of work-behavior. Some examples of such organizations areorganizations that break down jobs into specialized elements, establish norms of production, design equipment tocontrol workers pace of work, have rigid rules and regulations, that are sometimes very vigorously enforced. Theory Y’, on the other hand, secures the commitment of employees to organizational objectives. Thismotivational theory places emphasis on satisfaction of employees. While applying this theory, the use of authority, asan instrument of command and control is minimal. Employees exercise self-direction and self-control. The concepts of Job Enlargement, Participation and Management by Objectives are quite consistent withtheory Y. McGregor supports the applicability of motivational theory Y, instead of theory ‘X. Organization should keep inmind that once theory X is employed for organizational working, it is difficult for the management to shift to theory Y,all of a sudden. However, with systematic, judicious and slow steps, shifting in the practical applicability of theory X totheory Y usually can be achieved.MC-CLELLANDs NEED THEORY OF MOTIVATIONDavid C. McClelland and his associate Atkinson have contributed to an understanding of motivation by identifying threetypes of basic motivating needs. These needs have been classified as: 1. Need for Power 2. Need for Affiliation 3. Need for Achievement : :Need for PowerAccording to this theory the need for power, which might be defined as the desire to be influential in a group and tocontrol ones environment is an important motivation factor. Research suggests that people with a strong need for #38
  • power, are likely to be superior performers and occupy supervisory positions. Such types of individuals generally lookfor positions of leadership, they act effectively, are outspoken, have a stubborn character and exert authority. Need for AffiliationThe need for affiliation means the desire for human companionship and acceptance. Those with a high need foraffiliation often behave the way they think other people want them to, in an effort to maintain friendship. They prefer ajob that entails a good deal of social interaction and offers opportunities to make friends. The principal characteristics ofsuch peoples traits are as follows: • Desire to like and be liked. • Enjoy company and friendship. • Prefer cooperative situation. • Excel in group task. • Star attraction in gathering. • Leadership qualities. This need is closely associated with the "social-type” of personality, who are sociable, friendly, cooperative andunderstanding. Persons with high motivation for power and affiliation have better chances of becoming good managers.Need for AchievementPeople with a high need for achievement, always feel ambitious to be successful; are ever prepared to face challengingsituations and set arduous goals .for themselves. They are prone to take calculated risks; and possess a high sense ofpersonal responsibility in getting jobs done. These people are concerned with their progress, and feel inclined to put inlonger hours of work" Failures never dishearten them and they are always ready to put in their best efforts for excellentperformance.PROCESS-BASED THEORIES TO MOTIVATIONThe field of organizational behavior has generally moved a way from the needs theories of motivation. Needs theoriesare content-oriented - that is, they explain what are the causes leading to motivated behaviors. They do not explain whyor how motivated behavior occurs. These questions relate to behaviors or actions, goals and feelings of satisfaction.,These concepts are addressed by various process-based theories to motivation. Process-based theories to motivation are concerned with how motivation occurs. They focus on why peoplechoose to enact certain behavioral options to fulfill their needs and how they evaluate their satisfaction after they haveattained these goals. Two of the most useful process-based approaches to motivation arc expectancy theory and equitytheory.(a) Expectancy Theory of MotivationExpectancy theory of motivation was developed by- Victor Vroom. Basically, Vrooms expectancy theory viewsmotivation as a- process of governing choices. The expectancy theory tries to explain how and why people choose aparticular behavior over an alternative. The theory suggests that motivation depends on two things: how much anindividual desires a particular goal and how likely he thinks he can get it. For instance, a person is looking for a job andreads an advertisement for a position of Marketing Executive with a starting salary of Rs. 3 lakh per year. Even thoughhe might want the job, he probably does not apply because he is aware that there is little chance of getting it. Next hesees an advertisement is for Field Supervisor for a salary of Re. 1 lakh per year. In this case he realizes that he .canprobably get the job, but still doesnt apply simply because he doesnt want it. Then he comes across anotheradvertisement for a Management Trainee in a big organization with a starting salary of Rs. 2 lakh per year. He choosesto apply for this job because he wants it and also thinks that he has a reasonable chance of getting it. Figure 9.3 showsthe expectancy theory of motivation. #39
  • The expectancy theory rests on four assumptions: • The theory assumes that behavior is determined by a combination of forces in the individual and in the environment. • It assumes that people make decisions about their own behavior in organizations. • It assumes that different people have different types of needs, desires and goals. • It assumes that people make choices from among alternative plans of behavior based on their perceptions of the extent to which a given behavior will lead to desired outcomes. The above model suggests that motivation leads to efforts and that effort, when combined with individual ability andenvironmental factors, result in performance. Performance, in turn, leads to various outcomes—each of which has anassociated value called its valence. According to this model, individuals develop some sense of these expectationsbefore they exhibit motivated or non-motivated behavior.Effort-to-Performance ExpectancyThe effort-to-performance expectancy refers to an individuals perception of the probability that effort will result in highperformance. When an individual believes that effort will lead directly to high performance, expectancy is quite strong,that is close to 1.00. For instance, if one feels sure that studying hard for an examination (effort) will result in scoringhigh marks (performance), then his effort-to-performance expectancy is high, that is close to 1.0. When an individualbelieves that effort and performance are unrelated, the effort-to-performance expectancy is very weak, that is close to0.0. Usually we are not sure about our expectations, so they fall somewhere between 0.0 and 1.0 with a moderateexpectancy. ;Performance-to-Outcome ExpectancyThe performance-to-outcome expectancy means an individuals perception of the probability that performance willresult in a specific outcome. For example, an individual who believes that high performance will lead to a pay raise hasa high performance-to-outcome expectancy, approaching to 1.00. An individual who believes that high performancemay possibly lead to a pay raise has a moderate expectancy between 1.00 and 0. And an individual who believes thatperformance has no relationship to rewards has a low performance-to-outcome expectancy that is close to 0.Outcomes and ValencesExpectancy theory recognizes that an individual may experience a variety of outcomes as a consequence, of behaviorin an organizational environment. A high performer, for example, may get big pay raises, fast promotions and praisefrom the boss. However, he may also be subject to a lot of stress and incur resentment from co-workers. Each of theseoutcomes has an associated value or valence that is,, an index of how much an individual desires a particular outcome.If an individual wants an outcome, its valence is positive. If an individual does not want an outcome, its valence isnegative. If an individual is indifferent to an outcome, its valence is zero. It is this advantage of expectancy theory thatgoes beyond the need-based approaches to motivation. #40
  • Thus, for motivated behavior to occur on the part of any individual, three conditions must be met, which are asfollows: • First, the effort-to-performance expectancy must be greater than zero. • Second, the performance-to-outcome expectancy must also be greater than zero. • Third, the sum of the valences for all relevant outcomes must be greater than zero.Expectancy theory maintains that when all of these conditions are met, the individual is motivated to expand effort. Theexpectancy theory also has several other important practical implications, which managers should keep in mind. Themanagers can perform the following activities in relation to this - • Determine what outcomes employees prefer. • Define, communicate and clarify the level of performance that is desired. • Establish attainable performance goals. • Link desired outcomes to performance goal achievement.Practical Applicability of Expectancy TheoryIf a manager wishes to motivate his employees for increased and better performance, then he has to make surewhether the reward system is highly supportive to hard work or high quality. The manager will particularly see that thespecific system, as applicable in their case, is communicated to them, so as to make them feel confident that theirenergized efforts will be rewarded. Another important point, which should not be ignored by the manger, is that rewards must correspond to thevarying preferences of an individual employee. In conclusion, no doubt expectancy theory has gained much popularity with theorists, but much more work stillneeds to be put in, before it can be accepted for use as an effective instrument of explanation of motivation with all itsimplications.The Porter-Lawer ExtensionPorter and Lawler have proposed an interesting extension to the expectancy theory. The human relationists assumedthat employee satisfaction causes good performance but research has not supported such relationship. Porter andLawler suggest that there may indeed be a relationship between satisfaction and performance but that it goes in theopposite direction, that is, superior performance can lead to satisfaction.Porter-Lawler ModelFirst, an individuals initial effort is influenced by his perception regarding the value of reward and the likelihood that theeffort will yield a reward. The probability that increased effort will lead to improved performance is affected by anindividuals traits, abilities and perception of his role in an organization. The model also distinguishes between intrinsicand extrinsic rewards. Finally, the Porter-Lawler model borrows from equity theory the idea that the employeessatisfaction depends on the perceived equity of the rewards relative to the effort expended and the level ofperformance attained.Implications for ManagersExpectancy theory can be useful for organizations attempting to improve the motivation of their employees. Nadler andLawler suggest a series of steps for managers in applying the basic ideas of the theory. 1. They should determine the primary outcomes that each employee likely desires. 2. They should decide what kind and levels of performance are needed to meet organizational goals. 3. They should ascertain that the desired levels of performance are attainable. 4. They should ensure that desired outcomes and performance are linked. 5. They should also analyze the complete work situation for conflicting expectancies. 6. They should make sure that the rewards are large enough. 7. They should make sure that the overall system is equitable for everyone. The expectancy theory has also its limitations. It is quite difficult to apply, for example, application of this theory inthe work place would require to identify all the potential outcomes for each employee, to determine all relevantexpectancies and then to balance everything somehow to maximize employee motivation. Expectancy theory alsoassumes that people are rational - therefore, they will systematically consider all the potential outcomes and theirassociated expectancies before selecting a particular behavior. However, few people actually make decisions in such aprecise and rational manner. #41
  • (b) Equity TheoryJ. Stacy Adams developed equity theory of motivation. The equity theory argues that motivations arise out of simpledesire to be treated fairly. Equity can be defined as an individuals belief that he is being treated fairly relative to thetreatment of others. The figure 9.4 shows the equity process. A persons perception of equity develops through a four-step process as shown below: 1. First an individual evaluates the way he is being treated by an organization. 2. The next step is for an individual to choose a co-worker who seems to be in a roughly similar situation and to observe how an organization treats him. 3. In the crucial step of equity theory an individual compares the two treatments. 4. In the fourth step he evaluate a sense of equity to see if the two treatments seem similar or if the are different. Adam suggests that employees make these comparisons by focusing on input and outcome ratios. An employeescontributions or input to an organization include time, education, effort, experience and loyalty. Outcomes are what anindividual receives from an organization such as, pay, recognition and social relationships. The theory suggests thatpeople view their outcomes and inputs as ratio and then- compare their ratio to the ratio of someone else. This otherperson may be someone in the work group. The comparison may result in three types of attitudes: • The individual may feel equitably rewarded, • Under-rewarded. • Over-rewarded. An individual will experience a feeling of equity when the two ratios are equal. If an individual has the feeling ofequity then he should maintain the status quo. If he has a feeling of inequity then he is likely to change the input. The single most important idea for managers to remember about equity theory is that if rewards are to motivateemployees, they must be perceived as being equitable and^ fair. However, managers must remember that differentemployees have different sense towards basis for a reward and this may result in problems. Hence, the best way toavoid such problems is to make all employees aware of the basis for rewards.Reinforcement Based Approaches to MotivationA final approach to the motivation process focuses on why some behavior are maintained and changed overtime.Reinforcement-based approaches explain the role of those rewards as they cause behavior to change or remain thesame over time. Specifically, reinforcement theory is based on the fairly simple assumption that behaviors that result inrewarding consequences are likely to be repeated, whereas behavior that results in punishing consequences are lesslikely to be repeated. There arc similarities between expectancy theory and reinforcement theory. Both consider theprocesses by which an individual chooses behaviors in a particular situation. However, the expectancy theory focusesmore on behavior choices and the latter is more concerned with the consequences of those choices.Reinforcement ContingenciesReinforcement contingencies are the possible outcomes that an individual may experience as a result of his or herbehaviors. The four types of reinforcement contingencies that can affect individuals in an organizational setting arepositive reinforcement, avoidance, punishment and extinction. Positive Reinforcement is a method of strengthening behavior. It is a reward or a positive outcome after adesired behavior is performed. When a manager observes an employee is doing a good job and offers praise then thispraise helps in positive reinforcement of behavior. Other positive reinforces include pay, promotions and awards. The other reinforcement, contingency that can strengthen desired behavior is avoidance. This occurs when anindividual chooses certain behavior in order to avoid unpleasant consequences. For instance, an employee may cometo work on time to avoid criticism. Punishment is used by some managers to weaken undesired behaviors. The logic is that the unpleasant,consequence will reduce an undesirable behavior again, for example, punishing with fine for coming late. Extinction can also be used to weaken behavior, specially that has previously been rewarded. When anemployee tells a vulgar joke and the boss laughs, the laughter reinforces the behavior and the employee may continue #42
  • to tell similar jokes. By simply ignoring this behavior and not reinforcing it, the boss can cause the behavior tosubside which eventually becomes extinct. Positive reinforcement and punishment are the most common reinforcement contingencies practiced byorganizations. Most managers prefer a judicious use of positive reinforcement and punishment. Avoidance andextinction are generally used only in specialized circumstances.NEW APPROACHES TO MOTIVATION IN ORGANIZATIONSNew approaches are emerging to supplement the established models and theories of motivation. Two of the mostpromising are Goal-Setting Theory and the Japanese Approach.(a) Goal-Setting TheoryThis approach to motivation has been pioneered in the USA by Edwin Locke and his associates in 1960s and refined in1980s. Goal-setting theory suggests that managers and subordinates should set goals for an individual on a regularbasis, as suggested by MBO. These goals should be moderately difficult and very specific and of type that an employeewill accept and make a commitment to accomplishing them. Rewards should be tied directly to accomplished goals.When involved in goal-settings, employees see how their effort will lead to performance, rewards and personalsatisfaction.Salient features of this theory are as follows: • Specific goal fixes the needs of resources and efforts. • It increases performance. • Difficult goals result higher performance than easy job. • Better feedback of results leads to better performances than lack of feedback. • Participation of employees in goal has mixed result. • Participation of setting goal, however, increases acceptance of goal and involvements. • Goal setting theory has defined two factors, which influences the performance. These are given below: o Goal commitment o Self-efficiency. The mere act of goal setting does not ensure higher levels of motivation among employees. In fact, there seemto be three important criteria that goals must meet if they are to influence the behavior of organization members. Theyare goal specificity, goal difficulty and goal acceptance.Goal SpecificityGoals must be stated in specific terms if they are to motivate effective performance. Goals must be set in terms ofmeasurable criteria of work performance, i.e., number of units produced, new sales etc. and must specify a lime periodwithin which the goal is to be attained. It also gives a sense of personal satisfaction and accomplishment to workers ifhe is able to meet the specific goal.Goal Difficulty/ChallengeThere exists a relationship between goal difficulty and work motivation. The more difficult- and challenging the goal is,the higher the level of motivation and performance. However, it is essential that goals are set at realistic levels. Goalsthat are very difficult to achieve are unable to motivate since it is beyond the capacity of the concerned individual.Goal AcceptanceIn order to influence motivation and performance, a goal must be internalized by an individual. In other words, theperson has to feel some personal ownership of the goal and must have commitment to achieve it.Goal Setting in PracticeThe most obvious implication of goal-setting theory is that managers should be helping subordinates to set goals thatare specific and reasonably difficult so that subordinates accept and internalize them as their own goals. Besides this,there are a number of issues that arise in implementing goal setting in practice. • Though specificity of goal is essential and measurability is desirable, it should not affect in identifying meaningful and valid objective of goal attainment. • The manager can stimulate goal acceptance in at least three ways: o By involving subordinates in goal-setting process. o By demonstrating a supportive attitude and approach toward his subordinates. o By assigning various rewards to the achievement of goals. #43
  • Management by Objectives (MBO) is a managerial technique for improving motivation and performance usinggoal-setting principles.Cognitive Evaluation TheoryA researcher Charms reported in 1960 that extrinsic motivation like pay or rewards for a job, which has an intrinsic-motivation content, which is prior to such rewards. It tends to decrease overall level of motivation. This proposal iscalled cognitive Evaluation Theory" which has been supported by a large number of research studies conductedsubsequently.(b) Japanese Approach to MotivationThe Japanese approach to motivation has gained increasing popularity around the world during the past few years.This approach is rather a philosophy of management than a theory or model. The basic tenet of the Japaneseapproach is that managers and workers should perform together as partners. Since both of them see themselves asone group, ail members are committed and motivated to work in the best interests of an organization. No one is calledan employee; instead everyone is a team member, team leader or coach and everyone owns the share of anorganization. Like goal-setting meow, the Japanese approach is likely to become more common in businessesthroughout the world.Integration of Motivation TheoriesThus several theories complicate our understanding. Some of these theories are compatible and some are not. Thereal challenge that a researcher has to face is integration of all or at least some of these together so that their inter andintra-relationships are established. This will also improve the understanding of motivation. Certain attempts are made inUSA and elsewhere.Enhancing Motivation in OrganizationsManagers trying to enhance the motivation of their employees can, of course, draw on any of the theories describedabove. They may in practice adopt specific interventions derived from one or more theories or they may influencemotivation through the organizations reward system. The organization can enhance motivation in following ways: • Humanize the work environment: Respect the need to treat each employee as an individual. • Publicize both short and long-term organizational goals: Encourage personal and departmental goal setting. • Promote from within: Its great for morale and simplifies hiring procedures. • Use incentive programs: Inducing the feeling that if youre creative enough, you wont have to rely on expensive financial bonuses. • Establish appropriate deadlines: Every project should have a deadline. • Be liberal with praise: Its almost impossible to over praise and easy to under praise. • Be consistent in your own work and in your relations with others. • Show a personal interest in the people who work for you: Relations are always smoother between people who know each other on a personal basis than relations between people who merely want something from each other. • Admit mistakes: People will respect you for it and will be less likely to hide their own mistakes. • Dont whitewash unpleasant assignments: Prepare subordinates for unpleasant assignments well in advance and offer what support you can.Managerial Approaches for Improving MotivationA number of approaches can help managers motivate workers, to perform more effectively. The following stepspromote intrinsic motivation: • Workers Participation in Management (WPM) • Management by Objectives (MBO) • Organization Behavior Modification • Job-Redesign • Alternative Work Schedules. Two approaches, however, have been especially effective: linking pay to jot performance and quality of work-lifeprograms.Pay and Job PerformancePay often can be used to motivate employee performance. But a pay plan also must be able to do the following tasks: #44
  • • Create the belief that good performance leads to high levels of pay; • Minimize the negative consequences of good performance; and • Create conditions in which rewards other than pay are evaluated as related to good performance.Quality of Work Life ProgramsQuality of Work Life (QWL) is defined as an attempt through a formal program to integrate employee needs and wellbeing with the intention of improved productivity, greater worker involvement and higher levels of job satisfaction. Programs for QWL improvements range from those requiring minor changes in an organization to thoserequiring extensive modifications in structure, personnel and the utilization of resources. There are three types of QWLprograms, which are as follows:Quality CirclesQuality Circles (QC) are small groups of workers who meet regularly with their supervisor as their circle leader to solvework-related problems. QCs give an employee an opportunity for involvement, social-need satisfaction, participation inwork improvement and challenge and opportunity for growth. They are, in essence, vehicles for providing employeeswith opportunities to satisfy lower and upper-level needs as stated by Maslow, through the motivators described inHerzbergs theory.Alternative Work ScheduleOrganizations also frequently use the modified work-week as a way to increase employee motivation. A modifiedwork-week can be any work schedule that does not conform to a traditional 8 hours a day or 5 days a week format.The modified work-week helps individual satisfy higher-level needs by providing more personal control over ones workschedule. It also provides an opportunity to fulfil several needs simultaneously.Job-RedesignJob-Redesign or changing the nature of peoples job is also being used more as a motivational technique. The ideapursued here is that mangers can use any of the alternatives job rotation, job enlargement, job enrichment as part ofmotivational programme. Expectancy theory helps explain the role of work design in motivation. #45
  • LESSON – 10 JOB SATISFACTIONLearning ObjectivesAfter reading this lesson, you should be able to understand: • The concept of job satisfaction • The various factors relating to job satisfaction • The methods of enhancing job satisfactionThe term job satisfaction refers to an employees general happiness with his or her job. Locke defines job satisfactionas a "pleasurable or positive emotional state resulting from the appraisal of ones job experiences". For our purposesjob satisfaction will be defined as the amount of overall positive affect or feelings that individuals have towards their job. Job satisfaction is the result of various attitudes the employee holds towards his job, towards related factorsand towards life in general. The importance of job Satisfaction is that if the people are satisfied with their work, then there is animprovement in both the quality and quantity of production. If they are not satisfied, then both the quantity and quality ofhis output will be low, there will be high absenteeism and employee turnover and increased unionism. Caldur and Schurr in 1981 suggested that there are three different approaches to evaluating job satisfaction.The first approach is that work attitudes such as job satisfaction are dispositional in nature, i.e., they are stable, positiveor negative disposition learned through experiences. The second approach is the social information processing model,which suggests that job satisfaction and other work place attitudes are developed or constructed out of experiencesand information provided by others at the work place. The third approach is the if information processing model, whichis based on the accumulation of cognitive information about the -work place and ones job. In a sense, this is the mostobvious approach, as it argues that a persons job satisfaction is influenced directly by the characteristics of their job.FACTORS RELATING TO JOB SATISFACTIONSome of the most important factors relating to job satisfaction are briefly stated below:Personal FactorsThese factors include the individual employees personality, age, sex, educational level, intelligence etc. Most of the evidence on the relation between age and satisfaction seems to indicate that there is generally apositive relationship between the two variables up to the pre-retirement years and then there is a sharp decrease insatisfaction. There is no clear research evidence between educational level and job satisfaction. As regards the relationshipbetween the intelligence level and job satisfaction, it usually depends upon the level and range of intelligence and thechallenge of the job. There is as yet no consistent evidence as to whether women are more satisfied with their jobsthan men.Job FactorsThese factors include the type of work to be performed, skill required for work performance, occupational statusinvolved in the job etc. The type of work is very important, as a number of research studies have shown that varied work generallybrings about more satisfaction than routine work. Where skill exists to a considerable degree it tends to become themain source of satisfaction to the employee. As regards the relation of occupational status to job satisfaction, researchevidences indicate that employees are relatively more dissatisfied in those jobs, which have less social status orprestige.Organizational FactorsThese factors include security, wages and salaries, fringe benefits, opportunities for advancement, working conditionsetc. Social and economic security to employees increases job satisfaction, the wages and salaries and fringe benefitsare definitely the main factors that affect job satisfaction of employees. As regards the relation of opportunity foradvancement to job satisfaction, it has been found that this factor is most important to skilled personnel and leastimportant to unskilled personnel. Desirable working conditions are also important to job satisfaction. Besides, aneffective downward flow of communications in an organization is also important to job satisfaction as employees arekeen to know more about the company and its plans, policies etc. Basically, job satisfaction is determined by the discrepancy between what individuals expect to get out of theirjobs and what the job actually offers. A person will be satisfied if there is no discrepancy between desired and actualconditionsImportance of Job Satisfaction #46
  • Obviously, job satisfaction significantly contributes to employee productivity and morale. An organization can be substantially benefited if it develops general attitudes of its employees that can effectively contribute to job satisfaction. If employees are satisfied, turnover and absenteeism will be less and productivity will be more, Further, satisfaction of individual expectations results in group integration and cohesiveness. Measuring Job Satisfaction There have been many measures of job satisfaction in the work place from the Job Description index to Job Satisfaction Scales to the more recent job satisfaction scale of the Occupational Stress Indicator (OSI). They all tend to involve scales, which explore pay, work activities, working conditions, career prospects, and relationship with superiors and relationship with colleagues. An example of a measure of job satisfaction from the OSI, which contains all of the elements that usually make up a job satisfaction measure, is given in the Table 10.1. TABLE 10.1: An Example of a Measure of Job Satisfaction from the OSI How You Feel About Your Job? Very much satisfaction 6 Much satisfaction 5 Some satisfaction 4 Some dissatisfaction 3 Much dissatisfaction 2 Very much dissatisfaction 11. Communication and the way information flows around your 6 5 4 3 2 1 organization.2. The relationships you have with other people at work. 6 5 4 3 2 13. The feeling you have about the way you and your efforts are 6 5 4 3 2 1 valued.4. The actual job itself 6 5 4 3 2 15. The degree to which you feel “motivated” by your job 6 5 4 3 2 16. Current career opportunities 6 5 4 3 2 17. The level of job security in your present job 6 5 4 3 2 18. The extent to which you may identify with the public image or 6 5 4 3 2 1 goals of your organization 9. The style of supervision that your superiors use 6 5 4 3 2 110. The way changes an innovations are implemented 6 5 4 3 2 111. The kind of work or tasks that you are required to perform 6 5 4 3 2 112. The degree to which you feel that you can personally develop or 6 5 4 3 2 1 grow in your job.13. The way in which conflicts are resolved in your company. 6 5 4 3 2 114. The scope your job provides to help you achieve your aspirations 6 5 4 3 2 1 and ambitions15. The amount of participation which you are given in important 6 5 4 3 2 1 decision making16. The degree to which your job taps the range of skills which you 6 5 4 3 2 1 feel you possess17. The amount of flexibility and freedom you feel you have in your 6 5 4 3 2 1 job.18. The psychological “feel” or climate that dominates your 6 5 4 3 2 1 organization.19. Your level of salary relative to your experience 6 5 4 3 2 120. The design or shape of your organization’s structure 6 5 4 3 2 121. The amount of work you are given to do whether too much or too 6 5 4 3 2 1 little22. The degree to which you feel extended in your job 6 5 4 3 2 1 MEASURES TO INCREASE JOB SATISFACTION Although management cannot change the personal factors in job satisfaction, it should appreciate the role-of such factors and must take care to place the employees where the personal factors of the individual help him in achieving job satisfaction. #47
  • Similarly, the management can use the factors inherent in the job to plan and administer jobs moreadvantageously for its personnel. For example, the policy of job rotation, job enrichment, and job enlargement may helpincrease job satisfaction. Management should also take necessary steps to raise the occupational status of theworkers. The management should carefully develop appropriate policies and practices for promotions and transfers,working conditions, wages, grievance handling, fringe benefits, satisfactory hours of work and adequate rest pausing.Management should also able to recognize and appreciate the good work done by the employees and give respect fortheir creative suggestion. Proper delegation of authority, freedom to do work will also help increase job satisfaction.Above all, while keeping in view the factors related to job satisfaction, the management must recognize the importanceof the stability of employee attitudes that may lead to high morale and production. It is evident from the above description that there are many factors that influence job satisfaction and themanagements must be able to work out a broad strategies that may help increase job satisfaction and must also able toidentify the specific factors that causes the individual differences and must evolve appropriate strategies that couldraise the job satisfaction of those particular segment. #48
  • LESSON - 11 GROUP DYNAMICSLearning ObjectivesAfter reading this lesson, you should be able to: • Define the term group and describe types of groups • Understand group formation and development • Discuss group norms and group cohesivenessA group consists of a number of individuals working together for a common objective. Groups have significant influenceon an organization and are inseparable from an organization. They are useful for the organization as they formfoundation of human resources. The study of group behavior is essential for an organization to achieve its goals. Individual and group behaviorvary from each other. In 1920, Elton Mayo and his associates conducted the Hawthorne experiments and came toknow that the group behavior has great impact on productivity. The importance of group behavior has been realizedfrom time to time. Human behavior consists of individuals, who move in groups. The knowledge of group behavior as well asindividual behavior is necessary for a manager. He must understand group psychology and should also understandindividual behavior in the context of group behavior. The group in which he moves influences individual work, jobsatisfaction and effective performance.DEFINITION OF A GROUPA group is a two or more individual who interact regularly with each other to accomplish a common purpose or goal. According to Marvin Shaw, "a group comprises, of two or more persons who interact with one another in such amanner that each person influences and is influenced by each other person. The key parts of this definition are the concepts of interaction and influence, which also limit the size of thegroup. It is difficult for members to interact sufficiently in a large group. Groups or work teams are the primary tools used by managers. Managers need groups to co-ordinateindividual behavior in order to reach the organizational goals. Groups can make a managers job easier because byforming a group, he need not explain the task to each and every individual. A manager can easily coordinate with thework of an individual by giving the group a task and allow them to co-ordinate with each other. But for a group to workeffectively, the interactions between its members should be productive. Therefore, managers must pay attention to theneeds of individuals.Need for a GroupThe reasons for the need, of groups are as follows: • Management of modern organizations make mutual efforts to introduce industrial democracy at workplace. They use project teams and work committees where workers get due recognition. They willingly participate in decision-making. • The tasks in modern industries are becoming more complex, tedious arid of repetitive nature. Work committees, work groups and teams are formed to monitor the work. They also make the environment at workplace more lively. • Groups help in making participative management more effective. • Groups of all kinds and types help by cooperating in all the matters related to production and human relations to work effectively in the organization. • An individual cannot perform each and every task. Group efforts are required for its completion. For example, building a ship, making of a movie, construction of a fly-over, etc. All these require coordinated and unified efforts of many individuals, working in a group. • A group can judge in a better way as compared to an individual. • While accomplishing tasks, all members of a group together use their creative and innovative ideas than a single individual. • In a group, individuals communicate with each oilier, discuss their work performances and take suggestions from each other to make it better. • Group efforts affect an individual, his attitude and behavior. • Group has the ability to satisfy the needs of its members.Types of Groups #49
  • In an organization, there are three types of groups, which are as follows: • Functional or formal groups Functional groups are the groups formed by the organization to accomplish different organizational purposes. According to A L Stencombe, "a formal group is said to be any social arrangement in which the activities of some persons are planned by others to achieve a common purpose". These groups are permanent in nature. They have to follow rules, regulations and policy of the organization. A formal organizational group includes departments such as the personnel department, the advertising department, the quality control department and the public relations department. • Task group Tasks groups are the groups formed by an organization to accomplish a narrow range of purposes within aspecified time. These groups are temporary in nature. They also develop a solution to a problem or complete itspurpose. Informal committees, task forces and work teams are included in task groups. The organization afterspecifying a group membership, assigns a narrow set of purposes such as developing a new product, evaluating aproposed grievance procedure, etc. • Informal group Informal groups are the groups formed for the purposes other than the organizational goals. Informal groups form when individuals are drawn together by friendship, by mutual interests or both. These groups are spontaneous. According to Keith David, "the network of persons and social relations which is not established or required form an informal organization". These are the groups formed by the employees themselves at the workplace while working together. The organization does not take any active interest in their formation. Informal groups are very effective and powerful. These groups work as an informal communication network forming a part of the grapevine to the organizations. They are also like a powerful force, which an organization cannot avoid. Some managers consider them to be harmful to the interest of an organization. They suspect their integrity and consider as a virtual threat. Some managers do not consider them as threat and seek the help of group members in getting the organizational task accomplished. Informal groups are of following types: o Interest group: Interest groups are the groups formed to attain a common purpose. Employees coming together for payment of bonus, increase in salary, medical benefit and other facilities are the examples of interest groups o Membership group: Membership groups are the groups of individuals belonging to the same profession and knowing each other. For example, teachers of the same faculty in a university. o Friendship group: Friendship groups are the groups of individuals belonging to same age group, having similar views, tastes and opinions. These groups can also be formed outside the plant or office and can be in the form of clubs and associations. o Reference group: Reference groups are the group where individuals shape their ideas, beliefs, values etc. They want support from the group.GROUP FORMATION AND DEVELOPMENTGroups can form when individuals with similar goals and motives come, together. Groups are formed voluntarily. Theindividuals of a group can join and leave the group any time and they can also change their tasks. Hence,understanding how groups form and develop is important for managers. There are certain motives because of which,the individuals join a group, which are as follows: #50
  • • Organizational motives to join groups: Organizations form functional and task groups because such groups help the organization in structuring and grouping the organizational activities logically and efficiently.• Personal motives to join groups: Individuals also choose to join informal or interest groups for unimportant reasons. Since joining these groups is voluntary, various personal motives affect membership. Some of these are shown in the figure 11.1:• Interpersonal attraction: Individuals conic together to form informal or interest group, as they arc also attracted to each other. The factors that contribute to interpersonal attraction are sex, similar attitudes, personality and economic standing. The closeness of group members may also be an important factor.• Interest in-group activities: Individuals may also be motivated to join an informal or interest group because the activities of the group appeal to them. Playing tennis, discussing current events or contemporary literature, all these are group activities that individuals enjoy.• Support for group goals: The individuals may also be motivated goals by the other group members to join. For example, a club, which is dedicated to environmental conservation, may motivate individuals to join. Individuals join groups, such as these in order to donate their money and time to attain the goals they believe in and to meet other individuals with similar values.• Need for affiliation: Another reason for individuals to join groups is to satisfy their need for attachment. Retired/old aged individuals join groups to enjoy the companionship of other individuals in similar situation.• Instrumental benefits: Group membership sometimes also helpful in providing other benefits to an individual. For example, a manager might join a Rotary/ Lions club if he feels that being a member of this club will lead to important and useful business contacts.STAGES OF DEVELOPMENTMembers of new group are unfamiliar with one anothers personalities and : hesitant in their interactions. The newgroup must pass s of development, which are depicted in the figure 11.2. Mutual Acceptance • Making Acceptance • Sharing Acquaintances • Discussing Subjects • Testing Each Other • Being Defensive Slow Evolution to Next Stage Communication and Decision-Making • Expressing Attitudes • Establishing Norms • Establishing Goals • Openly Discussing Tasks • Being Defensive #51
  • Burst of Activities to Next Stage Motivation and Productivity • Cooperating • Working Actively on Tasks • Being Creative Slow Evolution to Next Stage Control and Organization • Working Independently • Assigning Tasks Based on Ability • Being Flexible Figure 11.2These different stages of group development are explained as follows: • Mutual Acceptance The very first stage of a group development is called "Mutual Acceptance". During this stage, the members of the group get familiar with one another and check, which inter-personal behavior is acceptable and which is unacceptable by the other members of the group. This helps all the members of a group to know each other better and helps the group to move to the next stage easily. • Communication and Decision-making The second stage of group development is "Communication and Decision-making. During this stage, group members share their opinions and formulate the groups goals. Through communication and decision-making, the structure becomes clear and the group moves to the third stage. • Motivation and Productivity The third stage is "Motivation and Productivity", which is characterized by a shared acceptance among members of what the group is trying to do. Each person recognizes and accepts his role as well as to accept and to understand the roles to others. Members also become more comfortable with each other and develop a sense of group identity and unity. • Control and Organization The fourth stage is "Control and Organization", in which the members perform the roles they have accepted and direct their group efforts toward goal attainment. In reality, this developmental sequence varies from group to group, depending on the time, personal characteristics of group members and frequency of interaction.CHARACTERISTICS OF MATURE GROUPSAs groups pass through the stages of development to maturity, they begin show signs of the following fourcharacteristics: a role structure, behavioral norms, cohesiveness and informal leadership. • Role Structures A role is the part that an individual plays in a group to reach its goals. Some individuals are leaders, some focus on the groups task; some interact with other groups and so on. Role structure is the set of defined roles and interrelationships among those roles that the group members define and accept. The failure in role development result in role ambiguity, role conflict and role overload. Managers have to take steps to avoid role ambiguity, role conflict and role overload. • Behavioral norms Although informal groups do not have any specific goals to accomplish, but they must have some goals over a period of time. These goals are temporary and can be changed in accordance with the needs of the group members. The goals can be achieved effectively depending on the following factors: o The extent of cooperation with management. o Maintenance of an efficient communication system. o Satisfaction of the needs of group members.• Informal leadershipEach informal group has one or more leaders. These leaders come forward on the basis of acceptance of all the groupmembers. Every informal group has one primary leader apart from the secondary: leaders. The primary leader hasmore influence on the group members than the secondary leaders.• Cohesiveness Cohesiveness is defined as the attractiveness of group members towards the group. It also emphasizes on the groups ability to satisfy its members needs. It, therefore, helps the group members to work more consistently #52
  • and make greater contribution to the achievement of the organizational goals. It is also psychologically more satisfying to all of its members. According to Cartwright there are four principal consequences of cohesiveness, which are as follows: o Ability of a group to retain its members. o Power of the group to influence its members. o Degree of participation and loyalty of members. o Feeling of security on the part of the members.GROUP NORMSNorms refer to group behavior standard, beliefs, attitudes, traditions and expectations shared by group members.According to Michael Argyle, "Group norms are rules or guidelines of accepted behavior which are established by agroup and used to monitor the behavior of its members". They are framed to achieve objectives of the group. They canbe social and fair in nature. Norms define boundaries between acceptable and unacceptable behavior. They make themembers to identify themselves with the group. Norms play a significant role in disciplining the members of a group tomake them to work regularly and properly. This reduces absenteeism and employee turnover. The members of thegroup are expected follow the norms strictly. This will make the group more organizedTypes of Group NormsThere are two types of group norms, which arc as follows: • Behavior norms: Behavior norms are rules that standardise how individuals act while working on a day-to-day basis. Examples are. "do not come to committee meetings unless you have read the reports to be "discussed", "greet every customer with a smile, etc. These norms tend to reflect motivation, commitment to the organization and therefore result in high level of performance. • Performance norms: Performance norms are rules that standardize employee output and number of hours worked.Reasons for Strong Enforcement of NormsGroups dont have the time or energy, to regulate each and every action of the group members. Only those behaviorsthat sound to-be important by group members should be brought under control. Groups, like individuals, try to operate in such a way that they maximize their chances of task success andminimize (heir chances of task failure. Groups want to facilitate their performance and overcome barriers to reach theirgoals. Moreover, groups want to increase morale and prevent any interpersonal discomfort to their members. Normsthat will help groups meet these aims of performing successfully and keeping morale high are likely to be stronglyenforced.Conditions where group norms will be strongly enforced are as follows: • If the norms facilitate group success or ensure group survival, • If the norms simplify or predict regarding the behavior which is expected from group members. • If the norms emphasize the roles of specific members within a group and • If the norms help the group to solve the inter-personal problems themselves.Uniqueness of Group NormsThe norms of one group cannot be easily mixed with another group. Some differences are primarily due to thedifference in structure of the groups. However, even very similar work groups may develop different norms-. Themembers of one group may be friendly with their supervisor whereas those of another group may notNorm ConformityNorms have the power to force a certain degree of conformity. There are several factors consist of norm conformity,which are as follows: • Some groups may exert more pressure for conformity than others because of the personalities of the group members. • The history of the group and its members also plays a part in conformity. For example, if the group has always been successful by following certain behaviors, new group members are also asked to follow the same. If the group was not successful in the past, a new group member may have greater freedom to exhibit other behaviors.Group CohesivenessAccording to Rcnsis Likert, "cohesiveness is the attractiveness of the members towards the group or resistance of themembers leaving it". It refers to the attachment of members with the group. According lo K. Aswalhappa, "cohesiveness is understood as the extent of liking each member has towardsothers and how far everyone wants to remain as the member of the group". Attractiveness is the key to cohesiveness.Cohesiveness is the extent to which group members are loyal and committed lo the group and to each other. In a highlycohesive group, the members work well together, support and trust one another and are generally effective at achievingtheir chosen goals. #53
  • A group that lacks cohesiveness will not be very much coordinated. Its members will not support one anotherand they may face difficulty in reaching their goals. Managers should develop an understanding of the factors that increase and reduce group cohesiveness.Advantages of Group CohesivenessThe advantages of group cohesiveness are as follows: • The members of cohesive groups have high morale. • The members dont have conflicting views, which decreases the chances of in clash among the views of group members at the workplace or elsewhere. • Individuals of cohesive groups have no anxiety at the workplace. • Members of cohesive groups are regular at their work. • Cohesiveness increases productivity. • Organizations gain from the members of cohesive group because they communicate better they share ideologies and respect opinions of fellow employees.The following factors can increase group cohesiveness: • Competitiveness with other groups. • Inter-personal attraction. • Favourable evaluation from outsiders. • Agreement on goals. • Frequent interaction. The following factors decrease cohesiveness: • Large group size. • Disagreement on goals. • Competitiveness within group. • Domination by one or more members. • Unpleasant experiences. LESSON - 12 LEARNING AND BEHAVIOR MODIFICATIONLearning ObjectivesAfter reading this lesson, you should be able to understand: • Conceptual clarity about nature and levels of conflicts • The sources and effects of conflicts to manage conflictsConflict arises from difference of opinion between the group members while attaining the organizational goals. Anorganization is an interlocking network of groups, departments, sections or work teams. In organizations everywhere,conflict among groups of different interests is unavoidable. According to one survey, managers spend an estimated 20percent of their time dealing with group conflicts. The success of an organization depends upon the harmoniousrelations among all independent groups. Managers may either directly resolve the conflicts or they may act asmediators between two or more employees. In either case, knowledge and understanding of conflict and the methodsof resolving it are important. Inter-group conflicts result from the ways in which organizations co-ordinate the work of different groups anddistribute rewards among those groups.TYPES OF CONFLICTThe levels of group conflict are as follows: • Personal conflict: Are the conflicts that arise among employees, individuals because of their competitive roles. • Group conflict: Are the conflicts arising within two or more groups due to difference in their attitudes and behavior. • Infra-organizational conflict: Are the conflict arising betweenlevels of an organization, which are of two types. Vertical conflict arises between higher and lower level ofmanagement. Horizontal conflict arises among the employees at same level.Following is the sequence in which a conflict can arise: #54
  • Latent conflict: Is a situation when the conditions for conflict arise. For example, two groups competing forscarce resources. Perceived conflict: Is a situation when both the groups realize that there exists conflict between them.Felt conflict: Is a situation when members involved in the conflict feel tense or anxious. Manifest conflict: Is a situation when both the group try to frustrate each other. Conflict outcome: Is a situation or consequence arising after the conflict is eliminated.REASONS FOR CONFLICTThere are many reasons for conflicts among groups and its members. Some of them are related to limited resources,communication problems, differences in interests and goals, different perceptions, attitudes and lack of clarity aboutresponsibilities. The reasons for group conflicts are as follows: • Communication problems: Groups often become very involved with their own areas of responsibility. They tend to develop their own unique vocabulary. Paying attention to an area of responsibility is a worthy Endeavour, but it can result in communication problems. The receiver of information should be considered when a group communicates an idea, a proposal, or a decision. Misinformed receivers often become irritated and then hostile. • Incompatible goals: Inter-group conflict arises because of goal incompatibility. In other words, goal attainment by one group may reduce the level of goal attainment by other groups. This may be due to horizontal differentiation and task specialization. The conflict between production and marketing departments, line and staff departments, union and management are few examples of inter-group conflicts that arise because of in- compatibility of goals. • Task interdependence: Task interdependence means to what extent a work, group relies on other organizational groups to complete its tasks. In simple words, it refers to the dependence of one group on another for resources or information. It can be said in genera] that as interdependence increases, the potential for conflict increases. According to J. Thompson, there are three types of interdependence among groups, which are as follows: o Pooled interdependence: It arises when groups have little interaction with each other but are affected by each others activities. For example, a branch in Delhi does not need to interact with a branch in Chennai. The only linkage between the two is that they share financial resources from a common pool and the success of each branch contributes to the success of the organization. o Sequential task interdependence: It arises when one group is unable to commence its work until the work of other group gets completed. In sequential task interdependence, the output of one group becomes the input of another group. In such situations, the potential for conflict is greater. Life and staff groups often have conflicts resulting from this type of interdependence. o Reciprocal interdependence: It arises between the groups, which depend on each other for their respective task such as production department and quality department. The production department provides the goods to the marketing department to sell and the marketing department prepares the orders and estimates on the basis of the volume produced by the production department. Inter-group conflict arises from reciprocal task interdependence over difference in performance expectations. Each group is dissatisfied will the quality or quantity of work received; from the other group. o Task ambiguity: The lack of clarity over job responsibilities is called task ambiguity and it frequently leads to aggression between groups. Inter-group conflict also arises when it is not clear which group is responsible for certain activities. Task ambiguity often arises where the organization is growing quickly or the organizations environment is changing rapidly. A good example of task ambiguity is inter-group conflict arising in the recruitment of new employees. It may be the responsibility of either the personnel department or any of the functional departments such as marketing, finance. The confusion may also arise regarding who has the final authority to execute the final decisions. o Resource sharing: The relation between two groups can be affected by the degree to which they make use of a common pool of resources and the degree to which this common pool of resources is adequate to meet the demands of both the groups. Thus, conflict of this nature; arises because of the differences between aggregate demand of a group and available resources to meet them. Each party of the conflict competes with each other to get a larger share. The conflict between management and the labor union-is the best example. Such conflicts take place in the quantum of wages, amenities, working conditions and other related matters. o Difference in work orientation: The ways in which employees do their work and deal with others vary widely with the functional areas of an organization. First, functional groups differ in their time perspectives. For example, R&D scientists have a longer-range of goals than manufacturing groups. The range of work of manufacturing group is evaluated on how quickly it can manufacture high-quality products while the range of R&D scientists can be evaluated on the basis of product development and #55
  • testing after a long period of time. Second, the goals of different functional groups vary to a large extent. The goals of manufacturing groups are more specific and clear-cut than the goals of R&D groups. The greater the differences in goal and time between two groups, the more likely it is that conflict will arise between them while co-ordinating their work efforts. These differences between groups result in frustration, misinterpretation of the behaviors and activities of other groups. o Conflicting reward systems: Sometimes the ways in which reward systems in organizations arc designed create a situation in which one group can only. accomplish its goal at the expense of other groups. For example, staff departments may be rewarded for cutting costs and personnel while line departments are rewarded for increasing the amount of products sold or services provided. To increase the amount of products sold, the line group may have to depend even more heavily on staff groups such as advertising. However the staff groups are being rewarded for cutting costs and personnel provided the types of services asked for by line groups can prevent them from meeting their own goals. Conflicting reward systems inevitably result in poor inter-group relations. o Different perceptions and attitudes: The attitudes, values and perceptions of members of various groups towards each other can be a cause and a consequence of the nature of their relationship. If the group relations begin with the attitudes of distrust, competitiveness, secrecy and closed communications, there is a possibility of conflicts, disagreements in their views and among themselves. This can affect the success of a group to accomplish their work in an effective manner.DYNAMICS OF INTER-GROUP CONFLICTThe following points are covered in the dynamics of an inter-group conflict: • Changes within each group: When there is inter-group conflict in an organization, systematic changes take place in the perceptions, attitudes and behaviors of the participants. They are as follows: o The group demands more loyalty from individual members while facing an external threat. In the face of an external threat, past differences and difficulties between group members are forgotten and group cohesiveness increases. o In an inter-group conflict, it is important for a group to respond quickly and in a unified manner to the activities of other groups. In an inter-group conflict, the organization and structure of the work group becomes more rigid. It leads to more coordination of activities, allocution of responsibilities to different group members. o Changes in relation between groups: The nature of the relationships between groups also changes markedly during inter-group conflicts. Union-Management relationships during contract negotiations are one of the examples of the group dynamics. It becomes difficult for each group to see the positive behavior and attitude of the other group. Each party undervalues the interests of the other group. The changes that occur arc as follows: o There are distortions of perception about ones own group and about the other group. o The interaction and communication between groups decreases. o There is a shift among the groups from a problem-solving motive to a win-lose motive. o There is increased ill feeling towards the rival group.GROUP STRATEGIES TO GAIN POWERThere are several strategies that various groups use to gain power in an inter-group conflict situation. Some of thesestrategies allow co-operation and sharing between groups while other strategies are more competitive and increase thepower of one group at the expense of others. • Contracting: It refers to the negotiation or an agreement between two groups. Each group makes some compromises so that there can be some predictability and stability in their relationships. POT example, contracting occurs between labor and management at the time collective bargaining. • Co-opting: It occurs when a group gives some of its leadership positions to members of other groups or includes them in its policy-making committees. For example, representatives from financial institutions are included in the Board of Directors of a Company to participate in decision-making activities. • Forming association: In forming an association, two or more groups cooperate or combine their resources in order to increase their power over other groups. Members of groups co-operate with each other in order to compete more effectively with members of other groups. • Influencing decision criteria: Groups can also sometimes exert power lo change criteria for decision-making that are selected as the basic for resource distribution. • Controlling Information: Gaining access to sensitive information and then limiting other groups access lo it increases the power of" the information- rich group and other subunits. #56
  • • Pressure tactics: These are applied to force other to use the most competitive strategy a group can use to gain power. For instance, a union might threaten to strike to pressurize management. Management reaction to disruptive inter-group conflict can take many different forms. But management usually triesto minimize the conflict indirectly and if this fails, become directly involved.Methods to Solve Inter-group Conflict IndirectlyThe various methods to solve inter-group conflicts indirectly are as follows: • Avoidance: It is an indirect method often used by the managers. It includes avoidance of direct approaches on the part of managers to solve among groups. But avoidance does not always minimize the problem. Matters can get worse if nothing is done and the groups can become more aggressive and unfriendly. • Encouragement: This is another indirect method to solve the group conflicts. It includes encouragement on the part of managers to the groups so that they will be able to meet and discuss their differences. By doing so, they can find out a solution without the involvement of management. • Bargaining: This is the indirect method, in which the groups agree as to what each of them will get and give others regarding their work. This makes the accomplishment of the assigned task much easier. For example, one group may agree to give the other, a quick turn around time on the repairs of needed equipment only if the Second group agrees to bring complaints about the quality of repairs to it before going to management. Bargaining between two groups is successful if both groups are comfortable with the agreement between them. • Persuasion: This is the indirect method, in which the groups find the areas of common interests among themselves. The groups try to find out those interests levels where they have the same say. Afterwards, the groups try to show how important it is to each of them in attaining organizational goals. But persuasion is possible only if there are no clashes between the groups and its membersMethods to Solve Inter-Group ConflictThe various methods to solve inter-group conflicts directly are as follows: • Ignoring the conflict: This is a direct method used by (he managers to solve inter-group conflicts. Ignoring the conflict is characterized by the absence of behavior wherein the members of the groups avoids dealing with the dysfunctional aspects of the conflict. In this, a, group simply refuses to attack the other group. But the disadvantage of this method is that it ignores the causes of conflicts and as a result, the conflict situation frequently continues or gets worse over time. • Domination by the management: This method of solving inter-group conflicts emphasizes on improving the inter-group relations. To improve the inter-group relations, greater integration or collaboration among groups is needed. Management can use domination to minimize the conflicts by exercising its authority and power over the groups and their members. • Removing the key figures in the conflict: This is another direct method to solve the inter-group conflicts. If a conflict arises because of personality differences between two individuals, removing them is a possible solution. It includes the removal of the key figures in the conflict. The key figures that are to be removed may be leaders of the groups and removing them could lead to greater conflict. It is also difficult to pinpoint accurately the individuals who are the root-cause of conflicts. • Problem solving: Management can also establish a task force with representatives from groups in conflict to work on problems. The task force develops the ideas and procedures for improving group interaction and thereby attempt to solve the conflicts arising between the groups. o Appealing to super-ordinate goals. The final method to minimize the conflicts is to find super-ordinate goals. These are goals desired by two or more groups that can only be accomplished through the cooperation of the groups. When conflicting groups have to cooperate to accomplish a goal, conflict can be minimized. For example, a wide profit-sharing plan of a company may encourage groups to work together. If the profits of a company are distributed among employees at the end of the year, the conflicts among groups can reduce. The super ordinate goals are as follows: The assignment and co- ordination of work among groups should be clarified so that the daily disputes over minor issues can be avoided. o Managers should monitor reward systems to eliminate any win-lose conflicts among groups. o The use of co-operative approaches among groups in organizations often leads to more positive results than does the use of competitive approaches. o Managers can establish rules and standard procedures to regulate conflict in more constructive and effective ways. #57
  • LESSON-13 ORGANIZATIONAL COMMUNICATIONSLearning ObjectivesAfter reading this lesson, you should be able to understand: • The meaning and importance of communication • Communication process • Various types of organizational communication • The barriers and the methods of overcoming barriers to effective communicationCommunication is one of the most frequently discussed dynamics in the entire field of organizational behavior. Inpractice, effective communication is a basic prerequisite for the attainment of organizational goals. Therefore,communication is considered to be the most important and most effective ingredient of the management process.Interpersonal communication is fundamental to all managerial activities. All other management functions involvecommunication in some form of directions and feedback. Thus, effective management is a function of effectivecommunication.DEFINITION OF COMMUNICATION In modern society, the term communication is frequently and freely used by everyone, including members ofthe general public, organizational behavior scholars, and management practitioners. Communication is the process of transmitting information from one person to another. Broadly, it means whosays what, to whom, through which channel and with what effect. It is a way of reacting to the other person with ideas,facts, thoughts, feelings and values. Communication experts emphasize the behavioral implications of communicationby pointing out that "the only means by which one person can influence another is by the behaviors he shows that is,the communicative exchanges between people provide the sole method by which influence or effects can be achieved".In other words, the behaviors that occur in an organization are vital to the communication process. This personal andbehavioral exchange view of communication takes many forms. The figure 13.1 can be used to identify the major categories of communication that arc especially relevant tothe study of organizational behavior.Communication Technology Interpersonal Technology Verbal Technology Figure 13.1: Chain of Communication in Organizational BehaviorObjectives of CommunicationManagements depend upon communication to achieve organizational objectives. Since managers work with andthrough other people, all their acts, policies, rules, orders and procedures must pass through some kind ofcommunication channel. Also there must be channel of communication for feedback. Accordingly, some of thepurposes of communication are: • To discourage the spread of misinformation, ambiguity and rumors, which can cause conflict and tension. • To foster any attitude, that is necessary for motivation, cooperation and job satisfaction. • To develop information and understanding among all workers. This is necessary for group effort. • To prepare workers for a change in methods of environment by giving them necessary information in advance. • To encourage subordinates to supply ideas and suggestions for improving the product or work environment and taking these suggestions seriously. • To improve labor management relations by keeping the communications channels open and accessible. • To improve social relations among workers by encouraging intercommunication. This would satisfy the basic human need for a sense of belonging and friendship.Importance of CommunicationInterpersonal roles require managers to interact with supervisors, sub-ordinates, peers and others outside theorganization. Thus, for co-ordinated action, communication is necessary. Communication transforms a group ofunrelated individuals into a team that knows what its goals are and how it will try to reach them. #58
  • Communication allows people to co-ordinate with each other by providing them with a way to share information.The first type of information that needs to be shared is what the goals of the organizations are. People need to know-where they are heading and why. They also need directions for their specific tasks. Communication is especially important for the task of decision-making. Decision-makers must share their viewson what the problem is and what the alternatives are. Once a decision has been made, communication is necessary toimplement the decision and to evaluate its results. Changes in market or in customer preferences can lead to uncertainty about whether a product Or a marketingstrategy needs to be updated or overhauled. The uncertainty resulted from the lack of information, can be reduced bycommunicating that information. Market researchers, for example, can communicate with other groups about changesin the market place. The greater the uncertainty about a task, the more important the communication of informationbecomes. Communication also allows people to express their emotions. Communication of feelings can be very importantto employee morale and productivity. Employees who feel that they cannot vent their anger or express their joy on thejob may feel frustrated and repressed. On any given day, a manager may communicate for all the purposes described above. Communication goesup, down and across the levels of the hierarchy of an organization.COMMUNICATION PROCESSThe figure 13.2 presents a general view of the communication process, as a loop between the source and the receiver.In the simplest kind of communication, both the sender and the receiver perform the encoding and decoding functionsautomatically.Source or SenderThe communication cycle begins when one person called the sender wants to transmit a fact, idea, opinion or otherinformation to someone else. A manager, for instance, might call the research department to send the latest informationon a particular market.EncodingThe second step is to encode the message into a form appropriate to the situation. The encoding might take the form ofwords, facial expressions, gestures, physical actions and symbols such as numbers, pictures, graphs etc. Indeed, mostcommunication involves a combination of these. The encoding process is influenced by the content of the message, thefamiliarity of the sender and receiver and other situational factors.TransmissionAfter the message has been encoded, it is transmitted through the appropriate channel or medium. Common channelsor media in organizations include face-to-face communication using the media of sound waves, light, letters andreports.DecodingThe person to whom the message is sent, called the receiver interprets the meaning of the message through theprocess of decoding. This process may be simple and automatic, but it can also be quite complex. Even when you arejust reading a letter, you may need to use all your knowledge of the language, your experience with the letter-writer andso on. If the intended message and the received message differ a great deal, there is a communication gap andmisunderstanding is likely to follow. #59
  • ReceiverThe receiver can be an individual, a group, or an individual acting on behalf of a group. The sender has generally littlecontrol over how the receiver will deal with the message. The receiver may ignore it, decide not to try to decode,understand it or respond immediately. The communication cycle continues when the receiver responds by the samesteps back to the original sender, which is called the feedback.NoiseIn the communication process, noise takes on a meaning slightly different from its usual one. Noise refers to any type ofdisturbance that reduces the clearness of the message being transmitted. Thus, it might be something that keeps thereceiver from paying close attention such as someone coughing, other people talking dosely, a car driving by etc. It canbe a disruption such as disturbance in a telephone line, weak signal due to bad weather etc. It can also be internal tothe receiver such as tiredness or hunger or minor ailments, which may affect the message.METHODS OF COMMUNICATIONThere are mainly three primary methods of communication in an organization, which are written, oral, and non-verbal.These methods of communication are often combined. Considerations that affect the choice of method include theaudience whether it is physically present, the nature of the message, and the lost of transmission. The figure 13.3 givenbelow shows various forms each method can take. Typically organizations produce a great deal of written communication of many kinds. A letter is a formal meansof communication with an individual, generally someone outside the organization. Probably the most common form ofwritten communication in organizations is the office memorandum, or a memo. Memos usually are addressed to aperson or group inside the organization. They tend to deal with a single topic and are more impersonal, but less formalthan letters. Other common forms of written communication include reports, manuals and forms. Reports generallysummarize the progress or results of a project and often provide information to be used in decision-making. Manualshave various functions in organizations. Instruction manuals tell employees how to operate machines; policy andprocedure manuals inform them of organizational rules; operations manual describe how to perform tasks and respondto work-related problems. As such, they represent attempts to make communication more efficient and informationmore accessible. A performance appraisal form is an example.ORAL COMMUNICATIONOral communication, also known as face-to-face communication is the most prevalent form of organizationalcommunication. It may be in the form of direct talk and conversation between the speakers and listeners when they arephysically present at one place or through telephone or intercom system conversation. Where one-way communication #60
  • is required, then oral communication may include public address system. Informal rumour mill or grapevine is also apopular form of oral communication. It is most effective for leaders to address the followers via public address systemor audio-visual media. Oral communication is particularly powerful because the receiver not only hears the content ofthe message, but also observes the physical gestures associated with it as well as the changes in tone, pitch, speedand volume of the spoken word. The human voice can impart the message much more forcefully and effectively thanthe written words and is an effective way of changing attitudes, beliefs and feelings, since faith, trust and sincerity canbe much better judged in a face-to-face conversation rather than in written words.AdvantagesSome of the advantages of oral communication are: • It is direct, simple, time saving and least expensive form of communication. • It allows for feedback and spontaneous thinking, so that if the receiver js unsure of the message, rapid feedback allows for early detection by the sender so that corrections can be immediately made, if necessary. • Because the message is conveyed instantaneously, it helps in avoiding delays, red tape and other formalities. • It conveys personal warmth and friendliness and it develops a sense of belonging because of these personalized contacts.Disadvantages • There is no formal record of communication so that any misunderstood message cannot be referred back to what was actually said. • If the verbal message is passed on,the long hierarchical chain of command, then some distortions can occur during the process. The more people the message is to pass through, the greater is the potential distortion. • Lengthy and distant communication cannot be conveyed verbally in an efficient way. • The receiver may receive the message in his own perception and thus misunderstand the intent of the message. • Spontaneous responses may not be carefully thought about. • The spirit of authority cannot be transmitted effectively in verbal transactions. • Organizational Communications • More or less or a different meaning might be conveyed by manner of speaking, tone of voice and facial expressions.WRITTEN COMMUNICATIONA written communication is put in writing and is generally in the form of instructions, letters, memos, formal reports,rules and regulations, policy manuals, information bulletins and so on. These areas have to be covered in writing forefficient functioning of the organization. It is most effective when it is required to communicate information that requiresaction in the future arid also in situations where communication is that of general informational nature. It also ensuresthat everyone has the same information.Advantages • It serves as an evidence of events and proceedings. • It provides a permanency of record for future references. The message can be stored for an indefinite period of time. • It reduces the likelihood of misunderstanding and misinterpretation. The written communications are more likely to be well considered, logical and clear. The message can be checked for accuracy before it is transmitted. • It can save time when many persons must be contacted at the same time. • It is more reliable for transmitting lengthy statistical data. • It appears formal and authoritative for action.Disadvantages • It can be very time-consuming, specially for lengthy reports. • There is no immediate feedback opportunity to be sure that the receiver has understood the message. • Confidential written material may leak out before time, causing disruption in its effectiveness. • It leads to excessive formality in personal relations.NON-VERBAL COMMUNICATIONSome of the meaningful communication is conveyed through non-verbal ways. Even some of the verbal messages arestrengthened or diluted by non-verbal expressions. These non-verbal expressions include facial expressions andphysical movement. In addition, some of the environmental elements such as building and office space can convey a #61
  • message about the authority of the person. According to Tipkins and Mc-Carter, facial expressions can be categorizedas: • Interest-excitement • Enjoyment-joy • Surprise-startle • Distress-anguish • Fear-terror • Shame-humiliation • Contempt-disgust • Anger-rage Physical movements or body language is known as "kinesics". A handshake is probably the most common form ofbody language and tells a lot about a persons disposition. Other examples of body language are tilting of head, foldingof arms or sitting position in a chair. Our facial expressions can show anger, frustration, arrogance, shyness, fear and other characteristics that cannever be adequately communicated through written word or through oral communication itself. Some of the other bodylanguage symptoms are shrugging our shoulders for indifference, wink an eye for mischief or intimacy, tap our fingerson the table for impatience and we slap our forehead for forgetfulness. As far as environmental elements areconcerned, a large office with luxurious carpeting and expensive furniture conveys a message of status, power andprestige such as that of a chief operating officer. On the other hand, a small metal desk on a corner communicates thestatus of a low ranking officer in the organizational setting. Accordingly non-verbal actions have considerable impact onthe quality of communication.Communication NetworksA communication network is the pattern of information exchange used by the members of a group.When the members of a group communicate mostly with the group leader, a wheel network develops. When themembers of a group are on different levels/of the organizations hierarchy, a chain network is developed. Members of atask force or committee often develop a circle network of communication with each person communicating directly tothe other members of the task- force. Informal groups that lack a formal leader often form an all-channel network thateveryone uses to communicate with everyone else. Figure 13.4 shows Wheel Communication Network. Figure 13.5shows Chain Communication Network. #62
  • Figure 13.6 shows Circle Communication Network. Figure 13.7 shows All Channel Communication Network. #63
  • The density of communication refers to the total quantity of communication among members. The distancebetween members describes how far a message must travel to reach the receiver. The ease with which members cancommunicate with others is measured by members relative freedom to use different paths to communicate. Memberscommitment to the groups work is defined by the centrality of the position of the members. All these provide insight intopossible communication problems. For instance, a group with high density and distance can expect a lot of noisedistortion in its communication, as messages travel a long distance to get to the receivers. The following factors influence the formation of communication patterns within small groups:Organizational Communications • 123 1. Type of Task: If the task of the group is simple, a chain or wheel network is used. For hard tasks, all channel networks arises. 2. Environment: Environment including the groups seating arrangement and meeting place also affects communication patterns. For instance, if members always sit around a table, then circle network arises. 3. Group Performance Factors: The group performance factors like groups size, composition, norms and cohesiveness also affect the formation of communication networks. For instance, it is much easier to have an all-channel network in a group of eight than in a group of eighty. Managers must make use of all these characteristics and tendencies to help groups communicate and workmost efficiently. A manager, who sees that a wheel network is forming around an experienced, trusted employee mightnot interfere with the process. If an assertive but irresponsible employee becomes the hub of such a wheel, themanager may need to take action. If the manager relies on a group to help make decisions, the manager mayencourage silent group members to speak in order to get the desired decisions.FORMS OF ORGANIZATIONAL COMMUNICATIONAlthough interpersonal and group forms of communication pertain even at the broadest organizational levels, they donot sufficiently describe the paths of all messages transmitted in organizations. Individuals can send and receivemessages across whole organizational levels and departments by means of vertical communication or the informalcommunication network. Non-verbal communication is also important and can be a part of interpersonal, group andorganizational communication. #64
  • Vertical CommunicationVertical communication is the communication that flows both up and down the organizational hierarchy. Thiscommunication typically takes place between managers and their superiors or subordinates.Upward CommunicationUpward Communication consists of messages moving up the hierarchy from subordinates to superiors. The content ofupward communication usually includes requests, suggestions or complaints and information the sub-ordinate thinks isof importance to the superior.Downward CommunicationDownward Communication consists of messages moving down the hierarchy from superiors to sub-ordinates. Thecontent of downward communication often includes directives, assignments, performance feedback and informationthat the superior thinks are of value to the sub-ordinate.Transactional CommunicationWenburg and Wilmont suggest that instead of communication being "upward" or "downward" which is inter-communication, it should be "transactional" communication, which is mutual and reciprocal because, "all persons areengaged in sending and receiving messages simultaneously. Each person is constantly sharing in the sending andreceiving process and each person is affecting the other". In the transactional process, the communication is not simplythe flow of information, but it develops a personal linkage between the superior and the subordinate.Informal CommunicationAnother term for informal communication network is the grapevine. Informal networks are found in all organizations. It isin the form of gossip in which a person spreads a message to as many other people as possible who may either keepthe information to themselves or pass it on to others. The content of gossip is likely to be personal information or theinformation about the organization itself. Managers should have some control over the informal network. For example, the grapevine in an organizationmay be carrying harmful information, false information or politically motivated information. When these kinds of rumorsare being spread, managers may need to intervene. They can hold open meetings and objectively discuss the issuesthat are being informally discussed already. They may also issue a clearly worded memo or report stating the facts andthereby help minimize the damage that the informal network can do. Managers can also obtain valuable information from the grapevine and use it for decision-making.Other Forms of CommunicationOne that has become especially popular is informally labelled as "management by wandering around". The basic ideais that some managers keep in touch with what is going on by wandering around and talking with people such as sub-ordinates, customers, dealers and any one else involved with the company in any way. This will give managers, newideas and a better feel for the entire company.BARRIERS TO COMMUNICATIONThe communication must be interpreted and understood in the same manner as it was-meant to be sent by the sender,otherwise it will not achieve the desired result and a communication breakdown will occur. There are certain externalroadblocks to effective communication. In addition, there are personal factors, which affect communication. Some of the organizational barriers and some of the interpersonal barriers to effective communication arediscussed below:Noise BarriersNoise is any external factor, which interferes with the effectiveness of communication. The term is derived from noise orstatic effects in telephone conversation or radio wave transmission. It may cause interference in the process ofcommunication by distraction or by blocking a part of the message or by diluting the strength of the communication.Some of the sources contributing towards noise factor are:Poor TimingA message sent on poor timing acts as a barrier. For instance, a last minute communication with a deadline may puttoo much pressure on the receiver and may result in resentment. A message must be sent at an appropriate time toavoid these problems. Hence the manager must know when to communicate.Inappropriate Channel #65
  • Poor choice of channel of communication can also be contributory to the misunderstanding of the message. Themanager must decide whether the communication would be most effective if it is in writing or by a telephone call or aface-to-face conversation or a combination of these modes.Improper or Inadequate InformationInformation must be meaningful to the employee and should be precise or to the point. Too little or too muchinformation endangers effective communication. Ambiguity in use of words will lead to different interpretations.Physical DistractionsAny physical distractions such as telephone interruptions or walk-in visitors can interfere with the effective face-to-facecommunication process.Organizational StructureCommunication may be blocked, chaotic or distorted if the channels are not clear or if there are bottlenecks. Hence theorganization structure should be such that the chain of command and channels of communication are clearlyestablished and ithe responsibility and authority are clearly assigned and are traceable.Information OverheadOverload occurs when individuals receive more information than they are capable of processing. The result could beconfusion or some important information may be laid aside for the purpose of convenience.Network BreakdownNetwork breakdown may be intentional or due to information overload and time pressures under which acommunication has to be acted upon. Some factors contributing to such disruptions are: • The managers may withhold important negative information. • The secretary may forget to forward a memo. • There may be professional jealousy resulting in closed channels.Interpersonal BarriersThere are many interpersonal barriers that disrupt the effectiveness of the communication process and generallyinvolve such characteristics that either the sender or the receiver can cause communication problems. Some of theseare:FilteringFiltering refers to intentionally withholding or deliberate manipulation of information by the sender, either because thesender believes that the receiver does not need all the information or that the receiver is better off not knowing allaspects of a given situation. It could also be that the receiver is simply told what he wants to hear.Semantic BarriersThese barriers occur due to differences in individual interpretations of words and symbols. The words and paragraphsmust be interpreted with the same meaning as was intended. The choice of a wrong word or a comma at a wrong placein a sentence can sometimes alter the meaning of the intended message. For example, a nightclub advertisement sign,"clean and decent dancing every night except Sunday", could lead to two interpretations. First, that there is no dancingon Sundays and second, that there is dancing on Sundays, but it not clean and decent.PerceptionPerception relates to the process through which we receive and interpret information from our environment and createa meaningful word out of it. Different people may perceive the same situation differently. Hearing what we want to hearand ignoring information that conflicts with what we know can totally distort the intent or the content of the message.Some of the perceptual situations that may distort a managers assessment of people resulting in reduced effectivenessof the communication are: • A manager may perceive people to belong to one category or another as stereotypes, rather than unique and distinct individuals. For example, he may perceive women to be less efficient managers. • A manager may make total assessment of a person based on a single trait. A pleasant smile may make a positive first impression. • A manager may assume that his subordinates perception about things and situations are similar to his own. This perception limits the managers ability to effectively respond to and deal with individual differences anddiffering views of work situations.Cultural BarriersThe cultural differences can adversely affect the communication effectiveness, specially for multi-national companiesand enterprises. #66
  • Sender CredibilityWhen the sender of the communication has high credibility in the eyes of the receiver, the message is taken muchmore seriously and accepted at face value. If the receiver has confidence, trust and respect for the sender, then thedecoding and the interpretation of the message will lead to a meaning of the sender. Conversely, if the sender is nottrusted, then the receiver will scrutinize the message heavily and deliberately look for hidden meanings or tricks andmay end up distorting the entire message. Similarly, if the source is believed to be an expert in a particular field thenthe listener may pay close attention to the message, and believe it specially if the message is related to the field ofexpertise.EmotionsThe interpretation of a communication also depends upon the state of the receiver at the time when message isreceived. The same message received when the receiver is angry, frustrated or depressed may be interpreteddifferently than when he is happy. Extreme emotions are most likely to hinder effective communication because rationaljudgments are replaced by emotional judgments.Multi-meaning WordsMany words in English language have different meanings when used in different situations. Accordingly, a managermust not assume that a particular word means the same thing to all people who use it. Hence, the managers mustmake sure that they use the word in the same manner as the receiver is expected to understand it, otherwise it willcreate a barrier to proper understanding of the message.Feedback BarriersThe final source of communication barrier is the feedback or lack of it. Feedback is the only way to ascertain as to howthe message was interpreted.Overcoming Communication BarriersIt is very important for the management to recognize and overcome barriers to effective communication for operationaloptimization and this would involve diagnosing and analyzing situations, designing proper messages, selectingappropriate channels for communicating these messages, assisting receivers of messages in correct decoding andinterpretation and providing an efficient and effective feedback system. Some of the steps that can be taken in thisrespect are as follows: 1 Feedback: Feedback helps to reduce misunderstandings. The information is transferred more accurately when the receiver is given the opportunity to ask for clarifications and answer to any questions about the message. Two-way communication, even though more time-consuming, avoids distrust and leads to trust and openness, which helps in building a healthy relationship contributing to communication effectiveness. 2 Improve Listening Skills: Good listening habits lead to better understanding and good relationships with each other. Some guidelines for effective listening are: • Listening requires full attention to the speaker. Do not let your mind wander or be preoccupied with something else, otherwise you will not be able to grasp the meaning of the message in its entirety. • The language used tone of the voice and emotions should receive proper attention. Listen for feelings in (he message content and respond positively to these feelings. • Ask questions to clarify any points that you do not understand clearly and reflect back to the speaker, your understanding of what has been said. • Make sure that there are no outside interruptions and interference during the course of conversation. • Do not prejudice or value the importance of the message due to your previous dealings and experiences with the sender or your perceptions about him, positive or negative. • Do not jump to conclusions before the message is over and is clearly understood. • Summarize and restate the message after it is over to make sure about the content and the intent of the message. 3 Develop Writing Skills: Clearly written messages can help avoid semantic and perception barriers. A well- written communication eliminates the possibility of misunderstanding and misinterpretation. When writing message it is necessary to be precise thus making the meaning as clear as possible so that it accomplishes #67
  • the desired purpose. Some helpful hints in written communication are suggested by Robert Degise as follows: • Keep words simple: This will reduce your thoughts to essentials and the message will be easier to understand for the receiver. The message will be lost if the words are complex and do not lend to a clear single meaning. • Do not be boggart down by rules of composition: While the rules of grammar and composition must be respected, they should not take priority over the ultimate purpose of the communication. • Write concisely: Use as few words as possible. Do not be brief at the cost of completeness, but express your thoughts, opinions and ideas in the fewest number of words possible. • Be specific: Vagueness destroys accuracy, which leads to misunderstanding of the meaning or intent of the message. Accordingly, be specific and to the point. 4 Avoid Credibility Gaps: Communication is a continuing process and the goal of the communication is complete understanding of the message as well as the creation of trust among all members of. the organization. Accordingly, the management must be sincere and should earn the trust of the subordinates. Management should not only be sensitive to the needs and feelings of workers but also its promises should be supported by actions. According to the studies conducted by J. Luft, openness and an atmosphere of trust builds healthy relationship and closes credibility gaps, thus contributing to communication effectiveness.GUIDELINES FOR EFFECTIVE COMMUNICATIONThese guidelines are designed to help management improve their skills in communicating so as not only avoid anybarriers to effective communication, but also to strengthen the basis for optimum results which depend upon the clearunderstanding of the desired communication.The Ideas and Messages should be Clear, Brief and PreciseThe ideas to be communicated must be well planned and clearly identified. This will eliminate ambiguity so that themessage will not be subject to more than one interpretation. The message must be clear, precise and to the point andfree from distortions and noise. It should also be brief so that only necessary and sufficients meanings are provided.Sense of TimingThe message should not only be timely so that the decisions and actions can be taken in tie and when necessary, butalso the timing of the message and the environmental setting in which the message is delivered and received is equallyimportant.Integrity The communication must pass through the proper channels to reach the intended receiver. The communicationflow and its spread must avoid bypassing levels or people. When these concerned levels are omitted or bypassed, itcreates bickering, distrust, confusion and conflict. Accordingly, the established channels must be used as required.Consult with others who are involved in Planning the Communication If people have participated in the planning process, they would be highly motivated to give active support to suchcommunication. The people who are concerned must know exactly what they need and when they need thecommunication.Consider the Receivers Interest Take the receivers interests into account, and then the receiver will be more responsive to the communication. Themanagement must clarify any part of the communication that may be necessary and must encourage comments,questions, and feedback. The management must always be helpful in carrying out the intended message of thecommunication.Mode of DeliveryWhile delivering the communication, avoid negative statements like, "I am not sure it will work", but be confident anddefinitive. The success of the communication also depends upon the tone of the voice if the communication is verbal,expressions and emotions exhibited, attentiveness to the receiver and so on. The written communication should bepolite and unambiguous.Use proper Follow-upAll communications need a follow-up to ensure that these were properly understood and carried out. The response andfeedback to the communication should determine whether the action to the communication has been prompt,appropriate and accurate. #68
  • Communication should be ComprehensiveCommunication should be complete so as not only to meet the present demands. It should also fee based on futureneeds of the organization as well as individuals. Recently, the nature of managerial and organizational communication has changed dramatically, mainlybecause of break through of the electronic technology and advent of computers. Now cellular phones, E-Mail andInternet have made the communication quick and convenient. It is now even possible for managers from different citiesto meet by teleconferencing method without leaving their offices. At the same time, psychologists are beginning todiscover some problems associates with these new advances in communication. #69
  • LESSON -14 LEADERSHIP IN ORGANIZATIONSLearning ObjectivesAfter reading this lesson, you should be able to understand: • The meaning of leadership • The various types and theories of leadership • The importance of leadership in organizationsLeadership is an integral part of management and plays a vital role in managerial operations. It provides direction,guidance, and confidence to the employees and helps in the attainment of goals in much easier way. In business andindustrial organizations, managers play the role of leader and acquire leadership of subordinates, their efforts towardsthe achievement of organizational goals and activate the individuals of an organization to make them work. Leadershipinfluences behavior of the individuals. It has an ability to attract others and potential to make them follow theinstructions. Individuals can be induced to contribute their optimum towards the attainment of organizational goalsthrough effective leadership. Leadership acquires dominance and the followers accept the directives and control of aleader. Leadership provides direction and vision for future to an organization.DEFINITIONLeadership is the art of influencing and inspiring subordinates to perform their duties willingly, competently andenthusiastically for achievement of groups objectives. According to Wendell French, "Leadership is the process of influencing the behavior of others in the direction ofa goal or set of goals or, more broadly, toward a vision of the future”, According to Keith Davis, “Leadership is the process of encouraging and helping others to work enthusiasticallytowards objectives”. According to Koontz and ODonnell, "Leadership is the art or process of influencing people so that they willstrive willingly towards the achievement of group goals". According to Peter Drucker, "Leadership means the lifting of mans visions to higher sights, the raising of mansperformance to higher standard, the building of mans personality beyond its normal limitations". According to Grey and Starke, "Leadership is both a process and a property. As a process, it is used for non-coercive influence lo shape up the goals of a group or organization, to motivate behavior toward the achievement ofthose goals and to help define group or organizational culture. As a property, leadership is the set multi characteristicsattributed to those who are perceived to be leaders". Thus, leaders are people who are able to influence the behavior of others without recourse to threats or otherforms of force towards the individuals. Leaders are the people who are accepted by the other individuals, as a superiorperson to them.FEATURES OF LEADERSHIPThe features of leadership are as follows: • Leadership is the process of influencing behavior of individuals of an organization. • Leadership uses non-coercive methods to direct and coordinate the activities of the individuals of an organization. • Leadership directs the individuals to attain the tasks assigned to them by following the instructions of their leaders. • A leader possesses qualities to influence others. • Leadership gives the individuals, a vision for future. • Leadership is a group activity. Leader influences his followers and followers also exercise influence over his leader. • Leadership is meant for a given situation, given group for a pre-determined period of lime. • Leadership is continuous process of influencing behavior. It encourages liveliness in the group.Importance of LeadershipThe following points can judge the importance of leadership: • A leader should act as a friend of the people whom he is leading. • A leader must have the capacity to recognize the potentials of the individuals and transform them into realities. • A leader should have the confidence of the individuals of the organization. #70
  • • A leader must be able to unite the people as a team and build up team spirit. • A leader should be able to maintain discipline among his group and develop a sense of responsibility. • • A leader must be able to build up a high morale among the individuals of the organization. • A leader should motivate his people to achieve goals. • A leader should try to raise the morale of the individuals and should maintain ethical standards among the individuals. • A leader should act as a link between the work groups and the forces outside the organization.Difference between Leadership and ManagementLeading and managing go together but some differences exist between the two. The following are the differencesbetween the leadership and the management: • Management takes rational and logical decisions while leadership takes decision on expectations of the followers. Leadership has an emotional appeal while management acts on rationality. • The management establishes relationship through a lawful authority while leadership establishes relationship through power. • Managers have formal authority but the leaders have no such authority. • All leaders are not managers and all managers are leaders. • Management is a process of planning, organizing, directing and controlling the activities of others to attain the organizational objectives. Leadership on the other hand, is a process of influencing the behavior of the people to attain their assigned tasks. A successful manager must possess both the managerial and leadership qualities.TYPES OF LEADERSHIPFollowing are the main types of leadership:Autocratic or AuthoritarianIn this type of leadership, there is a complete centralization of authority in the leader, i.e., authority is centered in theleader himself. He has all the powers to make decisions. He uses coercive measures and adopts, negative method ofmotivation. He wants immediate obedience of his orders and instructions. Any negligence on the part of subordinatesresults in punishment. There is no participation from the subordinates in decision-making. A leader thinks that he is theonly competent person in the organization. According to Edwin B. Filippo, there are following three types of leaders inautocratic: 1. Hard Boiled or Strict Autocrat: Leader, under such type uses negative influence and expects that the employees should obey his orders immediately. Non-compliance of his orders results in punishment. He makes all decisions and does not disclose anything to anyone. He is quite rigid on performance. 2. Benevolent Autocrat: Benevolent autocrat leader uses positive influences and develops effective human relations. He is known as paternalistic leader. He praises his employees if they follow his orders and invites them to get the solutions of the problems from him. He feels happy in controlling all the actions of his subordinates. 3. Manipulative Autocrat: Leader, under such type is manipulative in nature. He creates a feeling in the minds of his subordinates and workers that they are participating in decision-making processes. But he makes all decisions by himself. Non-compliance of his orders also results jn punishment.Democratic or ParticipativeDemocratic or Participative leadership is also known as group centered or consultative leadership. In this type ofleadership, leaders consult their groups and consider their opinion in the decision-making process. Leaders encouragediscussion among the group members on the problem under consideration and arrive at a decision depending on theirconsent. Participation or involvement of the employees in the decision-making process is also rewarded. Exchange ofideas among subordinates and with the leader is given encouragement. Leaders give more freedom to their groupmembers, who feel that, their opinions arc honored and they are given importance. It develops a sense of confidenceamong subordinates and they derive job satisfaction. It improves quality of decision as it is taken after dueconsideration of valued opinions of the talented group members. The demerit of this type of leadership is that it takes more time to arrive at a decision, as a lot of time is wastedwhile taking the views from the employee. It is, therefore, very time consuming.Laissez-faire or Free Rein In this type of leadership, there is virtual absence of direct leadership. It is, therefore, known as "no leadershipat all". There is complete delegation of authority to subordinates so that they can make decisions by themselves.Absence of leadership may have both positive and negative effects. Free rein leadership may be effective if members #71
  • of the group are highly committed to their work. The negative aspect shows that the leader is not competent enough tolead his group effectively. Members may feel insecure and develop frustration for lack of decision-making authority.BureaucraticThis type of leadership emphasizes the rules and regulations of an organization. The behavior of a leader is determinedby the rules, regulations and procedure to be followed under his leadership. The leader and the subordinates bothfollow these rules and regulations. Therefore, there is no difference between the management and the administration inthis type of leadership. The employees, themselves cannot do anything in this regard. It is the rules that determine theirperformance.ManipulativeThis type of leadership manipulates the employees to attain their assigned tasks. A manipulative leader is quite selfishand exploits the aspirations of the employees for his gains. He knows very well the needs and desires of the employeesbut he does very little to fulfill them. Due to such attitude, he has to face the hatred of the employees at times.PaternalisticThe paternalistic leadership believes in the concept that the happy employees work better and harder. It maintains thatthe fatherly altitude is the right one for better relationship between the manager and the employees. Everyone withinthe organization should work together like a family.Expert LeadershipThe expert leadership emerged as a result of complex structure of modern organizations. This type of leadership isbased on the ability, knowledge and competence of the leaders. He handles the situation skillfully with his talent. Theemployees feel relieved as they are working under a person who is expert and can handle the situation without anyproblem. In modern organizations, human resources vary in terms of skill, knowledge and competences. They differ inquality, determination and their attitude towards the organization. They exhibit different behaviors as they differ inattitude and outlook also. The leader must understand their behavior and accordingly can make use of the varioustypes LEADERSHIPS. The manager should assess the situation and adopt that type of leadership, which suits thatsituation. He should remember that leadership is situational. If situation changes, the use of leadership among itsvarious types also changes. A successful leader is the one who assesses the situation, studies the psychology of thesubordinates and adopts the most useful type of leadership to lead the people at work to accomplish the organizationalgoals.THEORIES OF LEADERSHIPA number of theories and approaches to study leadership have been developed. There are broadly three theories ofleadership. • Trait Theory • Behavior Theory • Contingency Theory(a) Trait TheoryThis theory of studying leadership is taken into consideration to analyze the personal, psychological and physical traitsof strong leaders. The assumption made in this theory was that some basic traits or set of traits differentiates leadersfrom non-leaders. For example, the leadership traits might include intelligence, assertiveness, above average height,self-confidence, initiative and understanding of interpersonal human relations. The existence of these traits determinesthe importance of leadership. Possession of these traits helps the individuals to gain possession of leadership. Since allindividuals do not have these qualities, only those who have them would be considered potential leaders.Some of the weakness of this theory is: • All the traits are not identical with regard to essential characteristics of a leader. • Some traits may not be inherited, but can only be acquired by training. • It does not identify the traits that are most important and that are least important for a successful leader. • It does not explain the leadership failures, in spite of the required traits. • It has been found that many traits exhibited by leaders are also found among followers without explaining as to why followers could not become leaders. • It is difficult to define traits in absolute terms. • Thus, the trait theory has been criticized for lack of conclusiveness and predictability.(b) Behavior Theory #72
  • The behavioral theory assumed that effective leaders behaved differently from ineffective leaders. It also identified theneed of consistency of behavior of good leaders. This theory can be more clearly understood with the help of followingcase studies. • The Michigan Studies: Researchers at the University of. Michigan, led by Rensis Likert, began studying leadership in the late 1940s. Depending on broad discussions with both the managers and sub-ordinates, the Michigan studies identified two forms of leadership behavior. They are discussed as below:  Job-centered leadership behavior : The first was called job-centered leadership behavior, which focuses on performances and efficient completion of the assigned tasks. A job-centered leader interacts with group members to explain task procedures and oversee their work.  Employee centered leadership behavior: The second behavior was identified as employee centered leader behavior, which focuses on, high performance standards to be accomplished. This can be done by developing a cohesive work group and ensuring that employees are satisfied with their jobs. Thus, the leaders primary concern is the welfare of the ordinates. The Michagan researchers thought a leader could show signs of one kind of behavior, but not both. • The Ohio State Studies: At about the same time, a group of researchers at Ohio State also began studying leadership. The Ohio State leadership studies also identified two major kinds of leadership behaviors or styles, which are as follows:  Initiating-structure behavior: In initiating-structure behavior, the leader clearly defines the leader- subordinate roles so that everyone knows what is expected. The leader also establishes formal lines of communication and determines how tasks will be performed.  Consideration behavior: In consideration behavior, the leader shows concern for subordinates feelings and ideas. He attempts to establish a warm, friendly and supportive. The most obvious difference between Michigan and Ohio State studies is that the Ohio State researchers didnot position their two forms of leader behavior at opposite ends of a single continuum. Rather, they assumed thebehaviors to be independent variables, which means that a leader could exhibit varying degrees of initiating structureand consideration at the same time i.e. a particular leader could have higher ratings on both measures, low ratings onboth or high ratings on one and low on the other. The Ohio State researchers found that a leader’s behavior remains consistent over a period of time, if thesituation also remains same. But the researchers could not come up with one best combination of behavior suitable toall the situations. The researchers used to believe that the leaders in possession of both types of behavior are mosteffective. However, their studies at International Harvester found that leaders rated highly on initiating structurebehavior have higher performing but dissatisfied sub-ordinates, whereas leaders rated highly on consideration structurehad lower-performing sub-ordinates who showed signs of higher satisfaction. Most experts now agree that no single set of traits or behaviors appears to be common to all good leaders. Theuniversal approaches to leadership can help managers examine their own leadership characteristics and match themagainst the traits most commonly identified with good leaders. In order to understand the full complexity of leadership,contingency theory is to be studied.(c) Contingency TheoryThe main assumption of contingency theory is that the behavior of an appropriate leader varies from one situation toanother. The motive of a contingency theory is to identify key situational factors and to specify how they interact todetermine appropriate behavior of a leader The three most important and widely accepted contingency theories of leadership are as follows: • The LPC theory: The first contingency theory of leadership is Fred Fielders Least Preferred Co-worker (LPC) Model. Fielder identified two types of leadership: task-oriented and relationship-oriented. Fielder believes that a leaders tendency to be task-oriented or relationship oriented remains constant. In- other words, a leader is either task-oriented or relationship-oriented while leading his group members. Fielder used the Least Preferred Co-worker (LPC) scale to measure the type of leadership. A leader is asked to describe characteristics of the person with whom he or she is least comfortable while working. They can do this by marking in a set of sixteen scales at each end, by a positive or negative adjective. For example, three of the scales Fielder uses in the LPC are: Helpful -------------------- Frustrating 8 7 6 5 4 3 2 1 Tense ------------------- Relaxed 12345678 Boring ------------------- Interesting 1 2 3 4 5 6 7 8The leaders LPC score is (hen calculated by adding up the numbers below the line checked on each scale. A high totalscore is assumed to reflect a relationship orientation and a low score, a task orientation by the leader. The LPCmeasure is controversial because researchers disagree about its validity. This is because some of the LPC measuresshow whether the score is an index of behavior, personality or some other unknown factor. #73
  • According to Fielder, the contingency factor favours the situation from the leaders point of view. This factor isdetermined by leader-member relations, task-structure and position-power, which are discussed as below: • Leader-member relations: A Leader-member relation refers to the nature of relationship between the leader and his work group. If the leader and the group enjoy mutual trust, respect, confidence and they like one another, relations will remain good. If there is little trust, respect or confidence and. if they do not like one another, relations will remain bad. Good relations are assumed to be favourable and bad relations unfavorable. • Task-structure: Task-structure is the degree to which the groups task is clearly defined. When the task is routine, easily understood, and unambiguous and when the group has standard procedures, the structure is assumed to be high. When the task is non-routine, ambiguous, complex, with no standard procedures and precedents, structure is assumed to be low. High structure is more favourable for the leader and low structure is unfavorable. If the task structure is low, the leader will have to play a major role in guiding and directing the groups activities. If the task structure is high, the leader will not have to pay much attention. • Position-power: Position-power is the power vested in the position of a leader in an organization. If the leader has the power to assign work, administer rewards and punishment, recommend employees for promotion or demotion, position-power is assumed lo be strong. If the leader does not have required powers, the position- power is weak. From the leaders point of view, strong position power is favourable and weak position power is unfavorable. Fielder and his associates conducted various studies highlighting if a situation favors the leadership andgroup effectiveness or not. When the situation includes good relations, high structure and strong power, a risk-oriented leader to liemost effective. However, when relations are good but task structure is low and position-power is weak, LI relationship-oriented leader is considered to be most effective. • A final point about LPC theory is that, Fielder argues that any particular-type of leadership, which is measured by the LPC is inflexible and cannot be changed. In other words a leader cannot change his behavior to fit a particular situation. Fielders contingency theory has been criticized on the ground that LPC measure lacks validity and that the assumption about the inflexibility of the leaders behavior is unrealistic.(d) The Path-Goal theoryThe path-goal model of leadership was introduced by Martin Evans and Robert House. Path-goal theory says that aleader can motivate subordinates by influencing their expectations. Leaders can motivate sub-ordinates by makingclear what they have to do to get the reward they desire. The path-goal model assumes that leaders can change theirstyle or behavior to meet the demands of a particular situation. This model identifies four kinds of leader behavior:directive, supportive, participative and achievement-oriented. According to this model managers can adjust theirbehavior to include any four kinds of leadership behavior mentioned above. For instance, while leading a new group ofsub-ordinates, the leader may be directive in giving guidance and instructions to them. He may also adopt supportivebehavior to encourage group cohesiveness, to look after their needs and ensuring that they get the rewards andbenefits. As the group becomes more familiar with the task and as new problems are taken into consideration, theleader may use participative behavior by which he can participate with employees in making decisions and take theirsuggestions as well. Finally, the leader may use achievement-oriented behavior to encourage continued highperformance of sub-ordinates. Environmental characteristics are factors, which are beyond the control of subordinates. It includes taskstructure, the primary work group and the formal authority system. For instance, when structure is high, directiveleadership is less effective than when structure is low. Sub-ordinates do not usually need their boss to repeatedly tellthem how to do a routine job. According to the path-goal theory, these environmental factors can create uncertainty foremployees. A leader who helps employees reduce such uncertainty can motivate them. The figure 14.1 shows the pathgoal model of leadership. #74
  • Leaders do not always have control over environmental factors, but the theory emphasizes that leaders can use thecontrol they want, to adjust the environment and to motivate sub-ordinates.(e) The Vroom-Yetton-Jago Theory (VYJ)The Vroom-Yetton-Jago model was first introduced by Vroom and Yetton in 1973 and was revised by Vroom and Jagoin 1988, This model has a much less focus than the path-goal theory. It helps a leader to determine the extent, to whichemployees should participate in the decision-making processes, The VYJ theory argues that decision-effectiveness is best judged by the quality of decision and by theacceptance of that decision on the part of employees. Decision acceptance is the extent to which employees acceptand are loyal to their decisions. To maximize decision effectiveness, the VYJ theory suggests that leaders adopt one of five decision-makingleaderships. The appropriate leadership depends on the situation. As summarized in the following table, there are twoautocratic types of leadership, which are AI and All, two consultative types of leadership, which are CI and CII and theother one is group GII.Decision-Making Styles in the VYJ modelDecision Style DescriptionAI Manager makes the decision alone.AII Manager asks for information from subordinates but makes (he decision alone. Sub- ordinates may or may mil be informed about what the situation is.CI Manager shares the situation with individual subordinates and asks for information and evaluation. Subordinates do not meet as a group and the manager alone makes the decision.C II Manager and subordinates meet as a group to discuss the situation but the manager makes the decision.G II Manager and subordinates meet as a group to discuss the situation and the group makes the decision.A = Autocratic; C= Consultative; G = Group The situation is defined by a series of questions about the characteristics or attributes of the problem underconsideration. To address the questions, the leader uses one of the four decisions. Two of them are used when theproblem affects the entire group. For example, a decision about the facilities to be given to employees in a new officeaffects the entire group and the other two are appropriate when the decision affects a single individual only. e.g. a newoffice for that individual only. #75
  • Moreover, one of each is to be used when the decision has to be made quickly because of some urgency andthe others arc to be used when the decision can be made more slowly and the leaders wants to use the opportunity todevelop subordinates decision-making abilities. The VYJ model was criticized because of its complexity. Computer software has been developed to aid leadersin defining the situation, answering the questions about the problem attributes and developing a strategy for decision-making participation. Although the VYJ model is too new to have been thoroughly tested, evidence so far indicates that this modelcan help leaders to choose the most effective way to include the sub-ordinates in decision-making.OTHER CONTINGENCY APPROACHESIn addition to these three major theories, there are other contingency models or theories developed in recent years.The other models are as follows: • Vertical Dyad Linkage Model: This model stresses the .fact that leaders actually have different kinds of working relationship with different subordinates. Each manager-subordinate relationship represents one vertical dyad. The Vertical Dyad Linkage model suggests that leaders establish special working relationships with some subordinates based on some combination of respect, trust and liking. These people constitute the ‘in-group’. Other subordinates remain in the ‘out-group’s, who receive less of leaders time and attention. Those in the in- group receive more of the managers time and attention and are better performers. Research shows that people in the ‘in-group’ are more productive and more satisfied with their work than ‘out group’ members. • Life Cycle Model: The life cycle model suggests-that appropriate leader behavior depends on the maturity of the followers. In this context, maturity includes motivation, competence and experience. The model suggests that as followers become more mature, the leader needs to move gradually from high to low task orientation. Simultaneously, the leaders employee-oriented behavior should start low, increase at a moderate rate and then decline again. Many leaders are familiar with the life cycle theory because it is both simple and logical. However, it has received little scientific support from researchers.EMERGING PERSPECTIVES ON LEADERSHIP IN ORGANIZATIONSThe new perspectives that have attracted attention are the concepts of substitutes for leadership and transformationalleadership.Substitutes for LeadershipThe existing leadership theories and models try to specify what kind of leader’s behavior is appropriate for differentsituations. They do not take into consideration, the situations where the leadership is not needed. The substituteconcept identifies the situations where the characteristics of the subordinates, the task and the organization replaceleaders behaviors. For example, when a patient is admitted to an emergency room in a hospital, nurses, doctors andattendants act immediately without waiting for directive or supportive behaviors of leaders in an emergency ward. Several characteristics of the sub-ordinate may serve to replace or change .the behavior of the leaders. Forexample, employees with much ability and experience may not need to be told what to do. Similarly, a strong need forindependence by the sub-ordinate may result in ineffectiveness of leaders’ behavior. Characteristics of the task that may substitute the leadership include, the availability of feedback and intrinsicsatisfaction. For example, when the job is routine and simple, the subordinate may not need direction. When the task ischallenging, the subordinate may not need or want support. Organizational characteristics that may substitute for leadership include formalization group cohesion,inflexibility and a rigid reward structure. For example, when policies are formal and rigid, leadership may not be needed.Transformational LeadershipAnother new concept of leadership goes by a number of labels: charismatic leadership, inspirational leadership,symbolic leadership and transformational leadership. This is a leadership that transmits a sense of mission, increasesteaming experiences and inspires new ways of thinking. Charisma is a form of interpersonal attraction. Charismatic people attract followers and this type of leader hasgreat power over his or her followers. Charismatic leaders are self-confident and can influence others. The followers ofa charismatic leader identify with the leaders beliefs, accept, trust and obey the leader without questioning him andthereby contribute toward the success of the organizational goals.Leadership SkillsThere is now recognition in both leadership theory and practice of the importance of skills, how leaders should behaveand perform effectively. Although there are many skills, such as cultural flexibility, communication, HRD, creativity, andself-management of learning, the research-based skills identified by Whetten and Cameron seem to be most valuable.Their personal skills model, involving developing self-awareness, managing stress and solving problems creatively; theinterpersonal skills model, involving communicating supportively, gaining power and influence, motivating others andmanaging conflict, are especially comprehensive and useful. Finally, the widely recognized organizational behavior.techniques such as, training, job design and leaders can also effectively use behavioral management. #76
  • LESSON -15 STRESS MANAGEMENTLearning ObjectivesAfter reading this lesson, you should be able to understand: • The meaning of stress • Various sources of stress • Various effects or consequences of stress • Various methods of managing stressThe nature of stress has been studied by scholars in a wide range of academic disciplines. Physicians, psychiatrists,and researchers in management have all studied its causes and its symptoms, and have defined the term in a variety ofdifferent ways. Stress is defined as "the reactions of individuals to new or threatening factors in their workenvironments”. Stress can be either positive or negative. Some new work situations can bring us positive challenges andexcitement. For example, promotions to new jobs present employees with positive stress. Employees may feel anxiousabout their new work assignments; they also anticipate them eagerly and look forward to the additional challenges,rewards, and excitement. In these cases, the new and uncertain job situations create positive stress. The positivestress is also called the eustress. However, there are certain other types of work that are very threatening and anxiety-arousing. For example, depression in the economy can create negative stress for sales personnel, because they will bemuch more anxious about making sales commissions and sales quotas. For every individual there is an optimum level of stress under which he or she may perform to full capacity. Ifthe stress experienced is below this optimum level, then the individual gets bored, the motivational level to workreaches a low, point, and apathy sets in. If one operates in a very low stress environment and constantly experiencesboredom, the person is likely to psychologically or physically withdraw from work. Psychological withdrawal will result incareless mistakes being frequently made, forgetting to do things, and thinking of things other than work during workhours. Physical withdrawal will manifest itself in increased rates of tardiness and absenteeism, which may ultimatelylead to turnover. Though the optimum stress level is different Form different individuals, each individual can sense anddetermine how much stress is functional for an individual to operate in a productive manner. Research indicates that those who possess high tolerance of ambiguity, internal locus of control and self-esteem seem to effectively handle a high level of stress. An individual possessing high degree of tolerance forambiguity allows him to experience very little anguish while operating under conditions of insufficient information or inan uncertain environment. People with an internal locus of control also handle stress well since they feel they are incontrol of the situation, rather than feeling controlled by the situation they are facing. This makes it possible for them tomanage their environmental stress without experiencing its harmful effects. Those with high self-esteem also handlestress with ease since a high self-esteem increases the confidence and enables them to deal with stressful situationswith calmness and clear thinking. The more successfully one handles a stressful situation without panicking or gettingoverwhelmed by it, the more confidently will the individual face further stressful situations. Thus, it is possible to raiseone’s capacity to handle in different situations.SOURCES OF STRESSStress is a reality of our everyday life. There are both positive and negative stresses that come from our work and non-work lives. As pointed out by Near. Rice, and Hunt (1980) and Sckaran (1986), among others, the work and non-workdomains of ones life are closely interrelated. The stresses and strains experienced in one domain are carried over tothe other. Thus, if one experiences stress at work, that stress will be carried over to the home. One major source of job stress is the job itself. The way the job is designed, the amount of time pressure anindividual faces and the amount of expectations others have of a person at work can all lead to job stress. Interpersonalrelationships are a second source of job stress. How much contact an individual has with coworkers and managers,how much time he or she deals with clients or consumers, and how pleasant those interactions are all influences ofhow much stress an individual experiences at work. Third source is problems in personal lives, which can spill over intothe work environment, adding further tension to an already stressful work situation.SOURCES OF JOB STRESS • Job Characteristics o Role ambiguity o Role conflict o Role overload o Ethical dilemmas • Interpersonal Relationships #77
  • o Amount of contact with others o Dealing with people in other departments o Organizational climate • Organizational Factors • Personal Factors o Career concerns o Geographical mobility o Rate of life changeJob CharacteristicsA major source of job stress is a persons role in the organization. A role is simply the set of expectations that otherpeople in the organization have for an individual, For example, supervisors, coworkers, customers and suppliers expectan employee to behave in certain predictable ways. The expectations others have of an employee arc sometimesunclear, in conflict, or too high for the employee to meet within the time allotted, and he or she experiences stress. • Role Ambiguity: When there is a lot of uncertainty surrounding job definitions or job expectations, people experience role ambiguity. With the recent increase in mergers and acquisitions among major organizations, more and more employees arc experiencing job stress as a result of role ambiguity. Role ambiguity is anxiety arousing among employees that leads to job stress. • Role Conflict: Often employees discover that different groups of people in an organization have widely varying expectations of them, and that they cannot meet all those expectations. This inconsistency of expectations associated with a role is called role conflict, which results in stress. • Role Overload: Role overload is a situation in which employees feel they are being asked to do more than time or ability permits. Working under time pressure is especially stressful. • Role Underload: Role Underload is the condition in which employees have too little work to do or too little variety -in their work. For example, salespeople in a store with no customer, standing around all day with nothing to do, could be said to experience role underload. Ironically, role underload leads to low self-esteem, increased frequency of nervous symptoms and increased health problems. • Ethical Dilemmas: Ethical dilemmas such as whether or not one should report the observed unethical behaviors of another person can cause extreme levels of stress in individuals. This will be especially true for those who have strong moral values of right and wrong and a deep sense of personal and corporate social responsibility. Tensions arise because one might have to contend against ones own colleagues who might be close friends, and may fear of reprisal and other undesirable consequences.Interpersonal RelationshipsAnother major source of stress in organization is poor interpersonal relationships with supervisors, subordinates,coworkers. or clients. When interpersonal relationships at work are unpleasant, employees develop a generalizedanxiety, a diffuse feeling of dread about upcoming meetings and interactions. Three aspects of interpersonalrelationships at work, which have a negative impact on job stress, are as follows: • Amount of contact with others: Jobs vary in terms of how much interpersonal contact is built into them. Too much prolonged contact with other people can cause stress. • Amount of contact with people in other departments: Having contacts with people outside ones own department creates a special sort of stress. People in other departments do not always have an adequate understanding of jobs outside their own areas, which can cause stress. • Organizational climate: The overall psychological climate of the organization can create stress. When day-to- day life in an organization is marked by unfriendly, distant, or hostile exchanges, employees are continually tense and this causes stress.Organizational FactorsFollowing are the organizational factors that cause stress in individuals: • Work environment factors such as noise, heal, poor lighting, radiation and smoke are stress-inducing agents. • Insufficient resources such as time, budget, raw materials, space or manpower also induce stress in the work environment. When one has to produce and perform with inadequate resources on a long-term basis, this naturally imposes stresses and strains on the individuals who are responsible for getting the job done. • Structural factors in the organizational setting such as staff rules and regulations and reward systems, may cause stress. • Lack of career promotion in organizations may be sometime cause stress. • Environmental factors of stress include sudden and unanticipated changes in the marketplace, technology, the financial market and so on. #78
  • Personal FactorsEmployees’ personal lives have a marked effect on their lives at work. If things are going well personally, they are morelikely to be upbeat and optimistic. They have more energy and patience for dealing with problems at work. On the otherhand, if employees are having some personal problems, they might be more tense or distracted when they go to work. Factors that influence how much stress people bring from their persona! lives to the work setting are as follows: • Career Concerns: One major career concern that can cause stress is lack of job security. A second career concern that can cause employees stress is status incongruity, i.e., having jobs with less status, power and prestige than they think they deserve. • Geographical Mobility: Geographical moves create stress because they disrupt the routines of daily life. When geographical moves arc undertaken as part of a job transfer, the moves can be even more stressful. The transferred employees are likely to feel out of control at work, too, and experience their new work environments as unpredictable.EFFECTS OR CONSEQUENCES OF JOB STRESSNegative stress has unpleasant consequences for them, their families and for the organizations they serve.Effects on the IndividualThe impacts of distress on individuals are of following types:• The subjective or intrapersonal effects of stress are feelings of anxiety, boredom, apathy, nervousness, depression, fatigue, and anger. Sometimes experiencing the stress may cause aggressive behaviors on the part of the individual.• The cognitive effects include poor concentration, short attention span, mental blocks and inability to make decisions.• The physiological effects can be seen in increased heart and pulse rate, high blood pressure, dryness of throat, and excessive sweating.• The behavioral effects arc manifest in such things as accident proneness, drinking, excessive eating, smoking, impulsive behaviors, depression, and withdrawal behaviors.• The manifest health effects could be stomach disorders, asthma, eczema, and other psychosomatic disorders. In addition, the mental health, i.e. the ability lo function effectively in ones daily life, will also decline as excessive stress is experienced.Consequences for the FamilyNegative stress, which is handled by individuals in dysfunctional ways, such as drinking or withdrawal behaviors, willhave an adverse effect on their home life. Spouse abuse, child abuse, alienation from family members, and evendivorce could result from dysfunctional coping mechanisms.Consequences to OrganizationsThe adverse consequences on an organization include low performance and productivity, high rates of absenteeismand poor decision-making. It also leads to lost of customers because of poor worker attitudes, increased alienation ofthe worker from the job, and even destructive and aggressive behaviors resulting in strikes and sabotage. The stressesexperienced by employees who take on critical roles and are responsible for safety can sometimes be detrimental tothe public. For instance, the stresses experienced by a train driver or railway guard, or that of an airline pilot, navigator,or air traffic controller may result in serious accidents. Needless to say that the costs of employee stress to theorganization in terms of lost profits, poor image and loss of future business are enormous.METHODS OF MANAGING STRESSStress is a factor that everybody has to contend with on a daily basis both in the work and non-work spheres of life.Since the body has only a limited capacity to respond to stress, it is important for individuals to optimally manage theirstress level to operate as fully functioning human beings. There are several ways in which stress can be handled so that the dysfunctional consequences of stress canbe reduced. Some of them are:Role Analysis Technique (RAT)The Role Analysis Technique helps both the manager and the employee to analyze the requirements and expectationsfrom the job. Breaking-down the job into various components clarifies the role of the job for the entire system. This alsohelps to eliminate reduction of work and thus lowering down the stress level.Job Relocation #79
  • Job relocation assistance is offered to employees who are transferred, by finding alternative employment for thespouses of the transferred employees and getting admissions in schools for their children in the new place. Thesearrangements help to reduce the anxiety and stress for the moving family.Recreational ProgramProviding recreational facilities, arranging group meditation programs, help to reduce the stress levels of theemployees.Employee Assistance ProgramAnother widely used strategy is the employee assistance Programs, which offer a variety of assistance to employees.These include counseling employees who seek assistance on how to deal with alcohol and drug abuse, handlingconflicts at the work place, dealing with marital and other family problems.Career CounselingCareer Counseling helps the employee to obtain professional advice regarding career that would help the individual toachieve personal goals. It also makes the employees aware of what additional educational qualifications or specializedtechnical training, if any, (hat they should acquire. By becoming knowledgeable about the possible avenues foradvancement, the employees who consider their careers to be important can reduce their stress levels by becomingmore realistic about their options and can start preparing themselves for it.Time ManagementAnother way of coping with stress is to manage time more effectively. People can learn to get better organized so thatthey can do their work more efficiently.DelegationAnother way of coping with job stress is to delegate some responsibilities to others. Delegation can directly decreaseworkload upon the manager and helps to reduce the stress. !More Information and HelpSome new employees have to spend more time on a job than necessary because they are not sure what they aredoing. So it is necessary that some help should be provided before doing the work that would lead to much efficient,effective work. It would also reduce anxiety and stress among the employees.Health MaintenanceProbably the most frequently used organizational stress management program is health maintenance. Many companiesinvest large sum of money in gym and sport facilities for maintaining the health of the employees.Supervisor TrainingAnother type of stress management Program that organizations are experimenting with is supervisor training. Theemphasis on supervisory training Program is how to prevent job stress. Managers are trained to give betterperformance appraisals, to listen to employees’ problems more effectively, and to communicate job assignments andinstructions more clearly.Individual Stress Reduction WorkshopsSome organizations have also sponsored individual stress reduction workshops for their employees. These programsinclude biofeedback, meditation to career counseling, time management and interpersonal skills workshops. In lecturesand seminars, participants are given a basic understanding of the causes of stress and its consequences. Then,participants are given materials to help them identify the major sources of stress in their own lives, and some strategiesfor dealing with that stress more effectively. #80
  • LESSON-16 POWER AND POLITICSLearning ObjectivesAfter reading this lesson, you should be able to: • Know the meaning and sources of power. • Understand how people use power • Discuss how people use political behavior in organizations • Understand the techniques of political behaviorPower is easy to feel but difficult to define. It is the potential ability of a person or group to influence another person orgroup. It is the ability to get things done the way one wants them to be done. Both formal and informal groups andindividuals may have power; it does not need an official position or the backing of an institution to have power.Influence can take many forms. One person has influenced another if the second persons opinions, behavior orperspectives have changed as a result of their interaction. Power is a factor at all levels of most organizations. It can bea factor in almost any organizational decision.POWER AND AUTHORITYSometimes power and authority is used synonymously because of their objective of influencing the behavior of others.However, there is difference between the two. Power does not have any legal sanctity while authority has such sanctity.Authority is institutional and is legitimate. Power, on the other hand, is personal and does not have any legitimacy. Butstilt, power is a crucial factor in influencing the behavior in organizational situation.Sources of PowerJohn R. P. French and Bertram Raven identified five bases or sources of power: legitimate, reward, coercive, expertand referent power.Legitimate PowerA persons position within organization provides him with legitimate power. The organization gives managers the powerto direct the activities of their subordinates. Legitimate power is similar to formal authority and hence it can be created,granted, changed or withdrawn by the formal organization. The structure of the organization also identifies the strengthof the legitimate authority by position location. For instance, higher-level positions exercise more power than lower-levelpositions in a classical hierarchical organizational structure. Organizations vary in how much legitimate power theygrant to individuals. In such organizations, everyone knows who has the most power and few people challenge thepower structure.Reward PowerThis type of power is the extent to which one person has control over rewards that are valued by another. The greaterthe perceived values of such rewards, the greater the power. Organizational rewards include pay, promotions andvalued office assignments. A manager who has complete control over such rewards has a good deal of power.Manager who uses praise and recognition has also a good deal of power.Coercive PowerPeople have, coercive power if they have control over some form of punishment such as threat of dismissal,suspension, demotion or other method of embarrassment for the people. Perhaps, a manager can cause psychologicalharm also lo an employee. A manager’s coercive power increases with the number and severity of the sanctions overwhich the manager has control. Although the use of coercive power is often successful in the short run, it tends tocreate resentment and hostility and therefore is usually detrimental to the organization in the long run.Expert PowerIt is more of personal power than organizational power. Expert power is that influence which one wields as a result ofones experience, special skill or knowledge. This power occurs when the expert threatens to withhold his knowledge orskill. Since any person who is not easily replaceable has more power as compared to those who are easily replaceable.If the sub-ordinates view their superior as competent, and knowledgeable, naturally they will obey and respect thesuperior. To the extent, that a low-ranking worker has important knowledge not available to a superior, he is likely tohave more power.Referent PowerA person who is respected by certain others for whatever reason has referent power over those people. A person withreferent power may have charisma and people who respect that person are likely to get emotionally involved with therespected person and identify with, accept and be willing to follow him or her. People with referent power are often #81
  • imitated by others with the stars actions, attitudes and dress. This imitation reflects the rising stars power over theimitations.HOW PEOPLE USE POWERAn individual manager may have power derived from any or all of the five bases of power and the manager may usethat power in different1 ways. Therefore, good managers must try to analyse the sources of their power and be carefulhow they use that power. The work of Gary Yukl provides both a way to predict the consequences of certain uses of power andguidelines for using power. The following table list^ the five sources of ;i leaders power and some of the variables thatare likely to lead to three general types of employee responses or outcomes-commitment, compliance and resistance-when the leader uses the power. For instance, the table shows that a leaders use of referent power will leademployees to be committed lo the leader’s project if they see that the project is important to the leader. However aleader who relics on coercive power is very unlikely to have committed employees.Using Legitimate PowerThe use of legitimate power is seldom challenged in an organization; when a superior asks a sub-ordinate to dosomething, the sub-ordinate usually complies without resistance. However, the way the superior makes the request andfollows it up are very important for ensuring the sub-ordinate’s future compliance and the growth of the superiorsreferent power. Though the secretary does what the boss asks, still the boss could be cordial and polite when makingrequests and should whenever possible explain why a particular task needs to be done. The secretary whounderstands the importance of a task will be more likely to work enthusiastically on it. The boss must follow normal procedures and make sure the request is appropriate. For instance, a vice-president whose secretary is busy should not assume that he or she can just ask a supervisors secretary to drop allother work and type a letter. Such by passing of the normal chain of command can cause hard feelings among all thepeople involved. Most of these suggestions imply that managers must be sensitive to employees concerns. Managers who areinsensitive to their employees may find that their legitimate power dwindles and that they must resort to coercive power.Using Reward PowerThe manager, before giving a reward, must be sure that the employee has actually done the job and done it well.Employees must know that they get rewarded for good work.Using Coercive PowerFor some people, using coercive power is a natural response when something goes wrong. But often employees resistcoercive power, resent it and losing respect for people using that type, of power. Hence, coercion is now generallyrecognized to be the most difficult form of punishment to use successfully in an organization. Managers who wish to maintain their credibility should make threats only when they intend to carry through onthem and should never threaten a punishment that they cannot bring about. A good manager will be such that thepunishment fit the crime. For instance, warning an individual who uses copying machine to make -personal copies butfiring someone who steals equipment from the organization. Public punishment makes everyone uneasy andhumiliating and hence should be done private.Using Expert PowerTo gain power from their expertise, managers must make people aware of how much they know. Manager can use hisexpert power most effectively to address employee concerns. If a particular sales person faces any difficulty in selling aparticular product and turns to manager for his help, the manager must be able to identify the defect and must be ableto help and educate him.Using Referent PowerLeaders have traditionally strengthened their referent power by hiring employees with backgrounds similar to their own.One of the most positive and subtle uses of referent power is the process of rote modeling. A respected manager whowants her employees to be punctual, considerate and creative can simply demonstrate those behaviors herself and heremployees will likely imitate her actions.POLITICAL BEHAVIOR AND ORGANIZATIONAL POLITICSPower and politics are inextricably interwoven with the fabric of an organizations life. In any organization, at any givenmoment, a number of people are seeking to gain and use power to achieve their own ends. This pursuit of power ispolitical behavior. Organizational politics refers to the activities carried out by people to acquire, enhance and usepower and other resources to obtain their preferred outcomes in a situation where there is uncertainly or disagreement.One great organizational scholar, Tushman defined politics, ‘as the structure and process of the use of authority andpower to affect definition of goals, directions and the other major parameters of the organization. Decisions are notmade in rational or formal way but rather through compromise accommodation and bargaining. #82
  • Managing Political BehaviorThe very nature of political behavior makes it difficult to manage or even approach in a rational and systematic manner.However a manager who understands why people use political behavior and the techniques people usually employ hasthe best chance to manage political behavior successfully. People use political behavior in organizations in response to the five main factors: • Ambiguous goals • Scarce resources • Technology and the environment • Non-Programmed decisions • Organizational changeFACTORS INFLUENCING POLITICAL BEHAVIORAmbiguous GoalsWhen the goals of a department or the entire organization are ambiguous then there is more room available for playingpolitics. Some people may use the ambiguity to manipulate the situation for their benefit.Scarce ResourcesWhen resources are scarce, people have the tendency to use political behavior to make sure that they get the biggestpossible share of the resource.CHANGES IN TECHNOLOGY AND ENVIRONMENTOrganizational effectiveness is largely a function of the organization’s ability to appropriately respond to externalenvironment which is highly dynamic and generally unpredictable as well as adequately adopt to complex technologicaldevelopments. Thus, political behavior is increased when the internal technology is complex and when externalenvironment is highly volatile.Non-Programmed DecisionsSometimes, the companies have to make a lot of non-Programmed decisions on certain issues. These decisions arenot based on clear standards and precedents, because such issues involve many factors and variables that arecomplex in nature. Hence decisions are taken on intuition, bunch and guesses and all these subjective feelings can beaffected by political behavior.Organizational ChangeWhenever there are changes in the organizational structure and policies, peoples in powerful positions have theopportunity to play politics. These changes may include restructuring of a division or creating a division, personnelchanges, introducing a new product line and all these changes influence political behavior when various individuals andgroups try to control the given situation. It is widely accepted that managers have to be politicians in order to maintain their positions in theorganizational hierarchy as well as serve the interests of their units. Pfeiffer, who has done extensive research on -thesubject of power in organizations, states as follows: “If there is one concluding message, it is that it is probably effective and it is certainly normal that thesemanagers do behave as politicians. If is even better that some of them are quiet effective at it. In situations in whichtechnologies are uncertain, preferences are conflicting, perceptions are selective and biased and informationprocessing capacities are constrained, the model of an effective politician may be an appropriate one for both theindividual and for the organization in the long-run”.TECHNIQUES OF POLITICAL BEHAVIORThe most commonly used techniques of political behavior are: • Controlling information • Controlling lines of communication • Controlling agenda - • Using outside experts • Game playing : • Image building • Building coalitions One technique of political behavior is to control the dissemination of critical information to others. The more critical(he information and fewer the people who have it, the stronger is political power base of those who possess theseinformation. #83
  • Controlling lines of communication is another political technique related to the flow of information. People who havesome control over lines of communication can yield considerable political power. For example, the secretary may haveconsiderable power in deciding who sees the boss and who does not at a given time. She may use this power infavoring those whom she likes and frustrating those against whom she may have it grudge. Controlling the agenda also gives a person power over information. The person who controls a meetings agenda,for instance, may consistently put a particular item last on the list and then take up time so that meeting adjourns beforeconsidering the item. The opinions of outside experts and consultants often curry much weight in organizations and many consultantscan be swayed by political interests. Consultants know who is paying them and even honest consultants are likely togive opinions consistent with those of their employer. Hence, hiring an outside consultant can be a clever politicalmove. Game playing can range from fairly innocent to very manipulative. It involves people doing something insincere, butnot outright illegal or unethical to gain political ends. For instance, a manager who does not want to answer acommittees tough questions may, for instance, avoid meeting by going out of the town on the day of meeting. Image building is creating positive impression reflected by the personality, appearance and style. Some of thefactors that enhance a preferred image consist of being well dressed, having a pleasant smile, being attractive, honest,sociable and loyal to the organizational interests. In addition, always project an image of competence and self-assurance. Building coalitions or alliance is another technique of gaining political power. It is necessary to have the alliancewith the right people. Coalition building can become simply a matter of quid pro quo: I will support you if you will supportme.Managing Political BehaviorThough it is virtually impossible to eliminate political behavior in organizations, it is possible to reduce it, if a managerunderstands the reasons for it and the techniques of political behavior. Politics when carried to the extreme candamage morale, create enemies, destroy loyalty, damper co-operative spirit and much time and energy is spentplanning attacks and counter attacks which are detrimental to organizational health. Accordingly, combating politicsmust be undertaken by the top management and some of the steps that can be undertaken are: open communication,reduction of uncertainty and creating awareness. Open communication can reduce the political activity if all employees know how and why an organizationallocates resources, the employees will be likely to put their energy into meeting the stated criteria for gelling resourcesrather than into political activity. If the organization is open about why it made particular decision, then employees willhe less likely to think that the decisions were political and less likely to use political techniques to try to influence thenext decision. Uncertainty in the form of ambiguous goals and changes that affect the organization tends to increase the useof political activity. Reducing such uncertainty can, therefore, reduce the political behavior. Open communication is oneof the ways an organization can reduce uncertainty. For instance, laying down clear criteria and making it transparent tothe employees who will be laid off, in case of lay off the organization can reduce political behavior. Finally, managers who develop an ability to recognize and predict political activity are in the best position tolimit its effects. Managers with this awareness will expect an increase in political activity during times of organizationalchange and will learn how to handle it. #84
  • LESSON -17 ORGANIZATIONAL DESIGNLearning ObjectivesAfter reading this lesson, you should be able to: • Understand the concept of organizational design • Identify the determinants of organizational design • Know the various forms of organizational designCONCEPT OF ORGANIZATIONAL DESIGNOrganizational design is the overall configuration of structural components that defines jobs, groupings of jobs, thehierarchy, patterns of authority, approaches to co-ordination and line-staff differentiation into a single and unifiedorganizational system. Consider, for example, the differences in organizational design that might exist between acomputer manufacturer and university. Since the computer manufacturer has to respond to frequent technologicalbreakthroughs and changes in its competitive environment, it is likely to have a relatively flat and decentralized designwhereas the university has a more stable environment and is less affected by technology. Therefore, it has a morecentralized structure with numerous rules and regulations.DETERMINANTS OF ORGANIZATIONAL DESIGNThe key situational determinants of organizational design are technology, organizational environment, and organizationsize and life cycle. • Technology: Technology is the set of processes that an organization uses to transform various resources such as materials and labor into products or services. Joan Woodward was the first person to see the link between technology and organizational design. In particular. Woodward defined three basic types of technology.  In unit or small-batch technology, products are manufactured according to customer specifications in small quantities. Examples are printing press and studios.  In large batch or mass-production technology, products. are manufactured in assembly-line fashion by combining component pans to create finished goods. Examples are home-appliance," automobile and computer manufacturers.  In continuous-process technology, products are transformed from raw materials into finished goods through a series of machine transformations that change the composition of the materials themselves. Examples are petroleum refiners, food processors and chemical manufacturers. Woodward viewed unit or small-batch technology as -the least complex while the continuous process technology as the most complex. She found that organizations within each set had similar designs but the designs varied somewhat from set to set. Bums and Stalker argued that managers should examine the rate of change in technology to determine the best organizational structure. They recommended a bureaucratic or mechanistic structure for organizations with slowly changing technology and an organic or flexible structure for organizations with rapidly changing technology. Charles Perrow concluded that me key question concerning an organization’s technology is whether it is routine or non-routine. In his view, a highly formalized centralized structure is appropriate for an organization that uses the same routine technology while a more flexible structure is necessary for an organization that often uses new technology. An organization that uses continuous process, non-routine or intensive technology needs to ensure that its structure can adapt to changes in the technologies. Technology can affect all aspects of an organization, not just production and the same technological change can have very different effects on different organizations. • Environment: The environment also influences the type of design an organization is likely to adopt. The environment of an organization consists of all the factors and conditions outside the organization that might affect it. which include customers, shareholders competitors, legislatures and regulatory agencies, economic factors, which include interest rates, unemployment rate, finance, objects, which include buildings, machines and events, which include as elections, war, floods etc. If the managers are good at analyzing and predicting changes in the environment, then, they can help the organization to take advantage of any change. Since the environment affects organization both directly and indirectly, therefore, the managers must keep an eye on it and be ready to modify organizations design to respond to environmental changes. #85
  • • Organizational Size and Life Cycle: Organization size refers to how large : the organization is, usually, in terms of the number of its full-time employees. Life cycle refers to organizations maturity relative to that of other organizations. Size can affect organization design in many different ways. A group of researchers in England found that largeorganizations tend to have more job specialization, more standard operating procedures, more rules and regulations,and more decentralization than small organizations. Thus, as organizations grow in size, they should be prepared toadapt their design accordingly. An organizations life cycle is related to its size. Organizations tend to follow a predictable pattern of growth.After they are created, they grow for some period of time and then eventually stabilize as a mature organization. To summarize, an organization design needed by a small but rapidly growing business is different from anorganization design needed by an established and entrenched industry giant growing at a stable and predictable rate.An organizations life cycle and growth rates are directly linked to the strategy that the organization is pursuing. Thefollowing figure 17.1 shows the organization cycle.CONTEMPORARY FORMS OF ORGANIZATIONAL DESIGNEvery organization has its own unique design depending on its technology. limits and potentials of" its environment andthe life cycle stage it follows. Following are the various forms of an organization based on their design: • The U-Form Organization: In the U-form organization. U stands for Unity, It is also called as "functional design as it relies exclusively on the functional approach to departmentalization. Members of the organization who perform the same functions arc grouped together into departments. Such organization requires perfect co- ordination to operate smoothly aiming the various departments, since each department is highly dependent on another. The U-Form design has several advantages. It allows an organization to staff each department with experts; it also facilitates wide spans of management and helps the Managing Director to maintain centralized authority. However, the U-form design shows decision-making and employees within each department may concentrate on their own function forgetting overall organizational goals. It tends to make it hard for organization to monitor the performance of individual managers within each functional area. When the organizations grow, they often find that the disadvantages of the U-form tend 10 become more significant and adopt different designs as they evolve through their life cycles.The H-Form Organization: In the H-form organization, H stands for Hybrid and is also known as conglomerate. Thedesign relics on product departmentalization with the various products constituting different businesses. This designusually results from the corporate strategy of unrelated diversification of the products.This design has two advantages. First, such an organization can protect itself from cyclical fluctuations in a singleindustry. The loss in one product is compensated by profit in another. Secondly, an organization can buy and sell itsindividual businesses with little or no disruption to the others. The main disadvantage of this form of organization is thatit is complex and diverse thereby creating difficulty for top managers in having knowledge about all products. The figure17.2 shows the H-form organization. #86
  • • The M-Form Organization: In the M-form organization M stands for Multi-divisional and it is called the divisional design. It is similar to the H-form design but has one notable distinction. Most of its businesses are in the same or related industries. For example, an organization with an M-form design might own one business that manufactures automobile batteries, other that manufactures lyre and still another that manufactures car polish. Although each is distinct from the other but still related, in terms of manufacturing products that is used by automobile owners. Thus, the M-form design is used to implement a corporate strategy of related diversification. A primary advantage of the M-form organization is that it can achieve a great deal of synergy in its operations. For example, a consumer familiar with an organization’s batteries will be inclined to buy its tyres and car polish. Moreover, because the various units are in the same or related businesses, it is easy for top managers to understand, co-ordinate and control them. However, if the businesses are too closely related, the organization cannot escape from the effect of cyclical fluctuations.• The Matrix Organization: A matrix organization is created by overlaying product-based departmentalization on lo a functional structure. A matrix design is seldom used for an entire organization and is often used for a portion of it. Figure 17.3 shows the matrix organization. A matrix design allows an organization to capitalize on the advantages of both functional and product departmentalization. It has also some drawbacks such as an organization lacks a clear chain of command thereby resulting into confusion about which manager lies authority over a given employee. The organization also has to devote more resources to coordination because of high levels of interdependence that result from a matrix.• Global Organization: An organization, which has assets in more than one country other than its home country is called as global organization. Such companies have offices and/or factories in different countries and usually have a centralized head office where they coordinate the global management. These organizations have centralized head office in their home country that controls their various office in other parts of the world. #87
  • A global organization must modify and adapt its design to allow it to function effectively. e.g. Nestle is a big global organization and highly decentralized. Us organizational design is like an umbrella. Nestlé’s various organizations scattered around the world are operated by its own general managers, who arc empowered with a great deal of autonomy and authority to make decisions. As a result, Nestle is almost a confederation of independent operating organizations. Its design is similar to the M-form but because the operating units are so far apart that there is little synergy. It is to be remembered that there is no one best form of design that all organizations should adopt. Eachorganization has to carefully assess its own strategy, its strengths and weaknesses, its history, its technology,environment, life cycle and size. It must then choose a design that fit these elements most effectively. #88
  • LESSON -18 ORGANIZATIONAL CULTURE AND CLIMATELearning ObjectivesAfter reading this lesson, you should be able to understand: • Organizational culture and explain its importance. • Factors affecting organizational climateCONCEPT OF ORGANIZATIONAL CULTUREOrganizational culture is the set of values that states what an organization stands for, how it operates and what itconsiders important. According to Deal and Kennedy, a strong culture is. "a system of informal rules that spells out howpeople have to behave most of the time". Schein defines organizational culture as the pattern of basic assumptions thata given group has invented, discovered and developed while learning to cope with its problems of external adaptationand internal integration. All the above definitions stress acceptable and unacceptable behavior of its members. For instance, oneorganization might value solidarity and loyalty to organization more than any other value whereas another organizationmight stress on good relations with customers. Such values are part of organizational culture in spite of not beingformally written like rules and regulations of the organization. They do not usually appear in the organizational trainingProgram and in fact, many organizations have difficulty in expressing their cultural values. However, an organizationsvalues automatically enter every employees personal values and actions over a period of time. Organizational culturehas a profound influence on individual employees because it is generally an accepted set of values rather than a writtenset of rules with which employees might not argue.Importance of CultureCulture plays a very significant role in any organization by communicating information about the overall acceptable andunacceptable behavior. Culture communicates whether the organization expects its managers to be aggressive orconservative in decisions-making, generous or moderate in supporting social causes and ruthless or kind in competitivedealings. Some organizations have clear, strong and well-defined culture whereas: others have ambiguous, weak andpoorly defined cultures. Most managers agree that a strong and clear culture is preferable to weak and vague culturebecause it helps to provide a common frame of reference for managerial decision-making and a wide variety of otherorganizational activities. An organizational culture generally lakes shape over time and is often deeply influenced by the values of theorganizational founders. As organizational culture evolves, various symbols, stories, heroes, slogans and ceremoniesalso come into being. These, then, serve to maintain and perpetuate the culture through subsequent generations ofemployees.Changing Organizational CultureChange is most often needed when the organization has lost its effectiveness and is struggling to either" carry out orchange its strategic goals. The manager trying to change an organizational culture faces lots of difficulties. Becauseorganizational culture embody the organizational values, which are embedded in organizations soul that stays stableirrespective of the changes in leadership and environment. It is, however, possible to change organizational culture, to improve the organization performance. For thismanagers must change employees ideas about what is and what is not appropriate behavior. They must create newrole model and new stories to help employees understand the meaning of what is happening around them. One way tobrine about such changes is to manage the symbols that are important to the organization. An organizationssuggestion box is a symbol of an organizations openness to the ideas of the employees. Some organizations try toemphasize the importance of employees’ ideas by rewarding them for their suggestions. However, if the suggestion boxremains just a symbol and organization never translates the suggestions into actions, the box will have little effect onorganization morale. Once successfully made, changes in the organizational culture will be as stable as the old culture was.However, any organization willing to change its culture must realize that such a change is never easy and cannot bebrought about simply by ordering employees.Organizational ClimateEven though organizational culture and organizational climate are sometimes used interchangeably, there are certaindifferences between the two. According to Bowditch and Buono. "Organizational culture is concerned with the nature of #89
  • beliefs and expectations about organizational life, while climate is an indicator of whether those beliefs andexpectations are being fulfilled." Organizational climate is a relatively enduring quality of the internal environment that isexperienced by its members, influences their behavior, and can be described in terms of the values of a particular set ofcharacteristics."It is a set of characteristics and factors of the organization that are perceived by the employees and, which serve as amajor force in influencing their behavior. These factors may include job descriptions, performance arid evaluationstandards, leadership style, challenges and innovations.FACTORS AFFECTING ORGANIZATIONAL CLIMATEIn every organization, there exist certain factors that exert deep influence on the climate. Schneider and Barlettdescribe six factors that have an influence over organizational climate such as managerial support, inter-agencyconflict, agent dependence and general satisfaction. Lawrence James and Allan Jones have identified five factorsinfluencing climate, which include management philosophy, organizational structure and process, which includecommunication, motivation and leadership, physical environment and values. Similarly, Kahn has identified factors suchas rules orientation, the nurture of subordinates, strict supervision and promotional achievement orientation. Thus, it isvery difficult to generalize exactly the factors affecting the climate. Organizational climate has a major influence on human performance through its impact on the motivation, jobsatisfaction and attitudes of people. #90
  • LESSON - 19 ORGANIZATIONAL EFFECTIVENESSLearning ObjectivesAfter reading this lesson, you should be able to understand: • The concept of organizational effectiveness • Factors contributing organizational effectivenessCONCEPT OF ORGANIZATIONAL EFFECTIVENESSOrganizational effectiveness is defined as an extent to which an organization achieves its predetermined objectiveswith the given amount of resources and means without placing undue strain on its members. Sometimes efficiency and effectiveness are used as synonyms. However, there exists a difference between thetwo concepts. Therefore, it is important to explain the difference between the concepts of effectiveness and efficiency tounderstand why organizations may he effective bin not efficient, or efficient but not effective. Effectiveness is a broadconcept and takes into account a collection of factors both inside and outside an organization. It is commonly referredto as the degree to which predetermined goals are achieved. On the other hand, efficiency is a limited concept thatpertains to the internal working of an organization. It refers to an amount of resources used to produce a particular unitof output. It is generally measured as the ratio of inputs to outputs. Further, effectiveness concentrates more on human side of organizational values and activities whereasefficiency concentrates on the technological side of an organization. However the concept of effectiveness is not simplebecause there are many approaches in conceptualizing this term. Such approaches can be grouped into following threeapproaches: • Goal Approach, • Functional Approach • System Resource ApproachGoal ApproachGoal attainment is the most widely used criterion of organizational effectiveness, in goal approach, effectiveness refersto maximization of profits by providing an efficient service that leads to high productivity and good employee morale.Campbell has suggested several variables such as, quality, productivity, efficiency, profit, turnover, accidents, morale,motivation and satisfaction, which help in measuring organizational effectiveness. However, none of the single variablehas proved to be entirely satisfactory. The main limitation of this approaches the problem of identifying the real goals rather than the ideal goals.Functional ApproachThis approach solves the problem of identification of organizational goals. Parson states that since it has beenassumed that an organization is identified in terms of its goal, focus towards attainment of these goals should also aimat serving the society. Thus, the vital question in determining effectiveness is how well an organization is doing for thesuper-ordinate system. The limitation of this approach is that when organizations have autonomy to follow its independent courses ofaction, it is difficult to accept that ultimate goal of organization will be to serve society. As such, it cannot be applied formeasuring organizational effectiveness in terms of its contributions to social system. Both the goal and functional approach do not give adequate consideration to the conceptual problem of therelations between the organization and its environment.System Resource ApproachSystem-resource approach of organizational effectiveness emphasizes on interdependency of processes that relate theorganization to its environment. The interdependence takes the form of input-output transactions and includes scarceand valued resources such as physical, economic and human for which every organization competes. The limitation of this model is that an acquisition of resources from environment is again related to the goal ofan organization. Therefore, this model is not different from the goal model. Thus, discussion of organizational effectiveness leads to the conclusion that there is no single indicator ofeffectiveness. Instead, the approach should focus on operative goals that would serve as a basis for assessment ofeffectiveness. Managerial effectiveness is a causal variable in organizational effectiveness. It has been defined in terms oforganizational goal-achieving behavior, i.e., the managers own behavior contributes to achievement of organizationalgoals.FACTORS AFFECTING ORGANIZATIONAL EFFECTIVENESSLikert has classified the factors affecting organizational effectiveness into following three variables: • Causal • Intervening #91
  • • End resultCausal Variables Causal variables are those independent variables that determine the course of developments within anorganization and the objectives achieved by an organization. These causal variables include only those independentvariables, which can be altered by organization and its management. Causal variables include organization andmanagements policies, decisions, business and leadership strategies, skills and behavior.Intervening Variables Intervening variables according to Likert are those variables that reflect the internal state and health of anorganization. For example, loyalties, attitudes, motivations, performance goals and perceptions of all the members andtheir collective capacity for effective interaction, communication and decision-making.End-Result Variables End-Result variables are the dependent variables that reflect achievements of an organization such as itsproductivity, costs, loss and earnings.Inter-Relationship of Variables The three variables such as causal, intervening and end-result ore interrelated. The inter-relationship may bevisualized as psychological process where stimuli or causal variables acting upon the organism or intervening variablesand creating certain responses or end-result variables. The causal, intervening and end-result variables comprise acomplex network with many interdependent relationships. The causal variables are the key to organizational effective-ness. Hence, to make organization effective, attempt should be made to improve the causal variables, while othervariables will be corrected or improved automatically because of causal variables. Figure 19.1 shows the relationshipamong various variables.Casual Variables Intervening Variables End Results Variables• Leadership Style • Commitment to • Production Objective • Cost• Management • Motivation and • Sales Decision Morale • Earning• Organizational • Communication • Turnover Philosophy Leadership Skills • Management Union Objectives and • Conflict Resolution Relationship policies• Technology • Decision –Making Figure 19.1: Inter-relationship of Variables The above model is quiet simple. The effectiveness model can be presented in a more complex way i.e. atthree different levels such as the individual, group and organizational levels in order to make the organization moreeffective. Figure 19.2 shows Levels of Variables. #92
  • The effective organization is built of effective individuals who work collectively in groups. The extent to which individual and organizational goals are integrated, affects the degree of organizationaleffectiveness, i.e., each individual tries to satisfy his goal by working in an organization and simultaneously satisfyingorganizational minis. He may sec his goal satisfaction in satisfying organizational goals. If there is no perfect integrationof individual and organizational goals then organizational effectiveness is affected adversely. However, organizationaleffectiveness is not a result of integration between individual and organizational goals only but there are other causalvariables affecting it.Effectiveness through Adaptive-Coping CycleThe organization must develop a system through which it can adapt or cope with the environmental requirements;Schein has suggested that an organization can do this through the adaptive coping cycle, which consists of variousactivities that enable an organization to cope with the dynamics of environment.Adaptive-Coping cycle is a continuous process. There are six stages in the adaptive-coping cycle as follows: 1. Sensing of Change: The first stage is the sensing of change in internal or external environment. Most of the organizations have adaptive sub-system such as marketing research, research and development and other similar devices for effective coping with the environment. 2. Importing the Relevant Information: Organizations must be able to take the relevant information from the environment, which constitutes the input. 3. Changing Conversion Process: The organization takes the inputs from environment for further processing, normally known as conversion process. 4. Stabilizing Internal Changes: The fourth stage of the cycle is to stabilize an internal sub-system of an organization, which is dependent on external, sub-system. This is because change in one may affect other and this change can be either positive or negative. 5. Exploring New Outputs: When the internal change is stabilised, the organization can export new outputs, which are in accordance with environment requirements. 6. Obtaining Feedback: The last stage in the cycle is to obtain feedback on the outcome of the changes for further sensing the state of the external environment and the degree of integration of internal environment. This is similar to first stage. A successful coping suggests that all the stages have to be successfully-negotiated and failure at any of thesestages may result into ineffectiveness.Following are the major organizational conditions for effective coping: • There should be an effective communication system through which reliable and valid information can be passed. • There should be enough internal flexibility so that changes can be brought and absorbed by an organization. • Successful coping requires integration and commitment to organizational goals, which provide willingness for change. • There should be supportive internal climate, which can support good communication, reduction in inflexibility and stimulation of self-protection. Maintaining organizational effectiveness requires additional efforts, especially when the major organizationalchanges take place. #93
  • LESSON - 20 MANAGEMENT OF CHANGELearning ObjectivesAfter reading this lesson, you should-be able to understand: • The concept of change in the organization • Forces affecting the change • Model and dynamics of planned change • The reasons for resistance to change • The method of overcoming resistance to changeChange simply refers to alteration in the existing conditions of an organization. Even in most stable organizationschange is necessary to maintain stability. The economic and social environment is so dynamic that without adapting tosuch change even the most successful organizations cannot survive in the changed environment. Therefore,management must continuously monitor the outside environment and be sufficiently innovative and creative toimplement these changes effectively. Organizations encounter different forces for change. These forces come from external and internal sources ofthe organization.EXTERNAL FORCESExternal forces for change originate outside an organization. There are four key external forces for change:Demographic Characteristics: These include age, education, skill level and gender of employees. Organizationsneed to effectively manage these characteristics in order to receive maximum contribution and commitment from theiremployees.Technological Advancements: Both manufacturing and service organizations are increasingly using technology as ameans to improve productivity and market competitiveness.Market Changes: The emergence of a global economy is forcing Indian organizations to change the way they dobusiness. Organizations are entering into new partnerships with their suppliers in order to deliver higher qualityproducts at lower prices.Social and Political Pressures: These forces are created by social and political events. Personal values affectemployees’ needs, priorities and motivation. Therefore, managers need to adjust their managerial style according to thechanging employee values. Political events also create substantial change in an organization. Although it is difficult fororganizations to predict changes in political forces, many organizations hire lobbyists and consultants to help themdetect and respond to social and political changes.INTERNAL FORCESInternal forces for change come from inside the organization. This may come from both human resource problems andmanagerial behavior.Human Resource ProblemsThese problems stem from employee perceptions about their work environment and conflict between an employee andorganization needs. Organizations might respond to these problems by using the various approaches to job design byimplementing realistic job previews and by reducing employees role conflict, stress, work overload and ambiguity.Managerial BehaviorExcessive interpersonal conflict between managers and their subordinates is a sign of implementing an immediatechange. Inappropriate leader behavior such as inadequate direction and support are the cause of conflict betweenmanagers and their subordinates.Nature of ChangeOrganizations introduce changes through people. Unless the people arc willing to accept the need and responsibility fororganizational change, intended changes can never be translated into reality. In addition, individuals have to learn toadapt their attitudes and behavioral patterns to constantly changing environments. Management of change involves both individual and organizational change. Individual change is behavioralchange, which is determined by individual characteristics of members such as their knowledge, attitudes, beliefs,needs, expectations and skills. It is possible to bring about a total change m_ an organization by changing behaviors ofindividual members through participative and. educative strategies. Although, the degree of difficulty involved in thechange and the time taken to bring about the change will depend on the target of change. #94
  • The attitudes towards change are largely dependent on the nature of the situation and the manner in .whichchanges are initiated and executed. Changing individual behavior is more time consuming and a difficult task. The linkage between attitude andbehavior is not direct and therefore changing behavior is more difficult than changing attitudes. Ones attitude does notnecessarily get reflected in ones behavior. For example, we know that honesty is the best policy and we havefavourable altitudes towards people- who are honest but in certain situations, we may still act in a less honest way. Changing group behavior is usually a more prolonged and harder task. Every group has its own dynamics ofpush and pull that attempt to neutralise the change that may have taken place in an individual. Due to this groupdynamics, individual members ‘changed behavior’ may revert to earlier normative behavior in order to maintain thechange in the existing conditions. However, due to the same reasons of a groups over-riding influence on individualmembers, sometimes it may be easier to tackle the group as a whole rather than trying to change the behavior ofmembers one by one. Bringing total behavioral change in all the groups and members of an organization involves difficult long-rangeeffort. More often than not, it is a slow painful process to usher a total cultural change in an organization. It is possible to change total organization without focusing at the level of individuals change of knowledge,attitude and behavior. Modification in the organizations structures, policies, procedures and techniques leads to totalorganizational change. These types of changes alter prescribed relationships and roles assigned to members andeventually modify the individual members’ behavior and attitudes. As these two kinds of changes are interdependent,the complexity of managing change increases manifold.APPROACHES TO ORGANIZATIONAL CHANGEAs organizational change is a complex process, therefore managers must approach it systematically and logically.Some organizational changes are planned whereas other changes are reactive. Planned change is designed andimplemented by an organization in an orderly and timely fashion in the anticipation of future change. Reactive change results from a reaction of an organization to unexpected events. In contrast to plannedchange, it is a piece-meal response to circumstances as they develop. External forces that the organization has failedto anticipate or interpret always bring about reactive change. Since reactive change may have to be carried out hastily,it increases the likelihood of a poorly conceived and poorly executed Program. Planned change is always preferable to reactive change. Managers who sit back and respond to change onlywhen they can no longer avoid it are likely to waste a lot of time and money trying to patch together a last-minutesolution. The more effective approach is to anticipate the significant forces for change working in an organization andplan ways to address them. To accomplish this, managers must understand the steps needed for effective change.A COMPREHENSIVE MODEL OF CHANGEThe comprehensive model of change shown in the figure 20.1 shows seven steps that can lead to effective change.This model is useful for both planned and reactive change. #95
  • The seven steps of comprehensive model of change are as follows:Recognize need for changeThe first step in this model is recognizing need for change. For marketing managers who anticipate needed . change,recognition is likely to come much earlier, as a result of marketing forecasts indicating new market potential, expertindications about impending socio-economic change or a perceived opportunity to capitalize on a key technologicalbreakthrough. These managers tend to ‘initiate change because they expect it to be necessary in the near future in anycase’.Establish goals for changeThe manager must then set goals for the proposed change. It is important for the manager to specify goals that thechange is supposed to accomplish. The goals can be set to maintain or increase the market standing, to enter newmarkets, to restore employee morale, to reduce turnover, to settle a strike and to identify good investmentopportunities.Diagnose relevant variablesAn important next step is diagnosing organizational variables that have brought about the need for change. Turnover,for example, may be caused by a variety of factors such as low pay, poor working conditions, poor supervision, betteralternatives in the job market or employee job dissatisfaction etc. Thus, if turnover is the recognized stimulus forchange, the manager must understand what has caused it in a particular situation in order to make the right changes.To carry out this diagnosis, the manager may discuss the situation with employees and other managers.Select change interventionAfter the manager has developed an understanding of the problem and its causes then he must select a changeintervention that will accomplish the intended goal. An intervention is a specific change induced in an organization withthe intention of solving a particular problem or accomplishing a specific objective. For example, if turnover is caused bylow pay, then a new reward system is required and if the cause is poor supervision then interpersonal skills and trainingfor supervisors is required.Plan implementation of changeThe manager must then carefully plan the implementation of change. Planning the implementation of change involvesconsideration of the cost of the change, how the change will affect other areas of the organization and the degree to #96
  • which employees should participate in bringing about the change. Hastily implemented change can result in more harmthan benefit. For example, if the change involves the use of new equipment, the manager should not make anychanges that rely on the use of new equipment until it has arrived and been installed and workers know how to use it.Moreover, if change is thrust upon them too quickly, their resistance may stiffen.Implement changeA systematically implemented change is more likely to proceed smoothly and to encounter fewer obstacles than is achange that is implemented too quickly and without adequate preparation.Evaluate implementationFinally, after the change has been implemented, the manager should verify that it has accomplished its intended goals.A change may fail to bring about the intended results. This may be due to inappropriate goals or inaccurate diagnosisof the situation or wrong selection of intervention.MODELS AND DYNAMICS OF PLANNED CHANGEManagers are criticized for emphasizing short-term, quick fix solutions to organizational problems. Quick-fix solutionsdo not really solve underlying problems and they have little staying power. Researchers and managers have thus triedto identify effective ways to manage the change process. The following models have been developed to effectivelymanage change:Lewins Change ModelMost theories of organizational change originated from the landmark work of social psychologist Kurt Lewin. Lewindeveloped a three-stage model of planned change, which explained how to initiate, manage and stabilize the changeprocess. The three stages are unfreezing, changing and refreezing. Before reviewing each stage, it is important tohighlight the assumptions on which, this model is based: 1. The change process involves learning something new, as well discontinuing current attitudes, behaviors and organizational practices. 2. Change will not occur unless there is motivation to change. This is often the most difficult part of the change process. 3. People are the hub of all organizational changes. Any change, whether in terms of structure, group process, reward systems or job design requires individuals to change. 4. Resistance to change is found even when the goals of change are highly desirable. 5. Effective change requires reinforcing new behaviors, attitudes and organizational practices.The following are the three stages of change:UnfreezingThe focus of this stage is to make organization open to change. In doing so individuals are encouraged to replace oldbehaviors and attitudes with those desired by management. Managers also need to devise ways to reduce the barriersto change during this stage.ChangingThe focus of this stage is in providing employees with new information, new behavioral models, or new ways of lookingat things. The purpose is to help employees learn new concepts to implement change. Role models, mentors, experts,benchmarking organization against world-class organizations and training are useful mechanisms to facilitate change.Re freezingThe focus of this stage is stabilizing the change during refreezing by helping employees integrate the changed behavioror attitude into their normal way of doing things. This is accomplished by first giving employees the chance to exhibitthe new behaviors or attitudes. Once exhibited, positive reinforcement is used to reinforce the desired change.Additional coaching and modelling are also used at this point to reinforce the stability of the change.Expanded Process ModelLewins model is very simple and straightforward and virtually all models of organizational change use his approach.However, it does not deal with several important issues. Expanded process model is illustrated in the figure 20.2. Thismodel looks at planned change from the perspective of top management. The model incorporates Lewins concept aspart of the implementation phase. #97
  • Figure 20.2 Top management according to this model perceives certain forces or trends that call for change and issues thatare subjected to the organizations usual problem solving and decision-making processes. Usually, the topmanagement defines its goals in terms of what the organization or certain processes, or outputs will be like after thechange. Alternatives for change are generated and evaluated and then an acceptable one is selected.RESISTANCE TO CHANGEAlthough organizations initiate changes in order to adjust to the changes in their environments but people sometimesresist them. Therefore, managers need to recognize the manifestations of resistance both in themselves and in others,if they want to be more effective in supporting change. For example, managers can use the list given in following table. Acceptance • Enthusiasm • Cooperation • Cooperation under pressure from management • Acceptance • Passive resignation • IndifferenceIndifference • Apathy: loss of interest in the job • Doing only what is ordered • Regressive behaviorPassive • Non-learningResistance • Protests • Working to rule • Doing as little as possibleActive • Slowing downResistance • Persona! withdrawal (increased time off the job) • Committing "errors" • Spoilage • Deliberate sabotage #98
  • The sources of resistance to change within organizations are classified into organizational sources ofresistance and individual sources of resistance.ORGANIZATIONAL SOURCES OF RESISTANCEAccording to Daniel Kantz and Robert L Khan, organizational sources of resistance can be divided into following sixgeneral groups. • Over determination or structural inertia refers to the tendency of an organizations rules, policies and structure to maintain the existing conditions and therefore resist change even when change would benefit the organization more than stability. • When an organization tries to change one of its division or part of the division without recognizing the interdependence of the division with other divisions of the organization, then it is said to have a narrow focus of change. Often a part of division cannot be changed without changing the whole division. • Group inertia may weaken an individual’s attempt to bring about change. • Resistance may also take the form of threatened expertise if the change lends to weaken special expertise built after years of experience. Organizational restructuring that involves reducing the number of job categories often meets this kind of resistance. • Any change that may alter the power relationships within an organization may meet the form of resistance known as ‘threatened power’. • Resistance may occur when a change threatens quantum of resource allocation from one part of the organization to another.Individual Sources of ResistanceAccording to researchers, individuals have the following reasons for resisting change: • Simple habits create a lot of resistance. Most people prefer to do their work the way they did it last week rather than learn a new approach. • Perhaps the biggest cause of employee resistance to change is uncertainty. In the face of impending change, employees are likely to become anxious and nervous. They worry about their ability to meet new job demands therefore, leading to feeling of job insecurity. • Some people resist change to avoid feeling of loss. For example, many organizations change interventions and alter work arrangements, thus disrupting existing social networks. Social relationships are important to most people, so they resist any change that might adversely affect those relationships. Change may also threaten peoples feelings of familiarity and self-confidence. • People may resist change because their perceptions of underlying circumstances differ from the perceptions of those who are promoting the change. Valerie Stewart (1983), a British Psychologist and business consultant, has listed the following characteristics of people who are good at managing changes. 1. They know clearly what they want to achieve. 2. They can translate desires into practical action. 3. They can propose changes not only from their own view point but also from that of others. 4. They show reverence for tradition and respect for experience. 5. They are not discouraged by setbacks. 6. They harness circumstances to implement change. 7. They clearly explain change to people affected by change. 8. They involve their staff in the management of change and protect their security. 9. They do not pile one change on another but wait for assimilation. 10. They present changes as a relational decision. 11. They make change by personally rewarding people, wherever possible. 12. They share maximum information about possible outcomes. 13. They show that change is ‘related to business or job’. 14. They have a history of successful change.OVERCOMING RESISTANCE TO CHANGEManagers need not abandon planned change in the face of resistance. Before recommending specific approaches toovercome resistance, there are three key conclusions that should be kept in mind. First, an organization must be ready #99
  • for change. Second, the top management should inform the employees about the process of change. Third, theemployees perceptions or interpretations of a change should be considered.The following methods of overcoming-resistance to change are as follows: • Participation: Participation is generally considered the most effective technique for overcoming resistance to change. Employees who take part in planning and implementing change are better able to understand the reasons for the change than those who are not involved. They become committed to the change and make it work. Employees who have the opportunity to express their own ideas and to understand the perspectives of others are likely to accept change gracefully. It is a time consuming process. • Education and Communication: Educating employees about the need for and the expected results of an impending change help reduce their resistance. Managers should maintain an open channel of communication while planning and implementing change. However, it is also a time consuming process. • Facilitation of Change: Knowing ahead of lime that employees are likely to resist change then the manager should do as much as possible to help them cope with uncertainly and feeling of loss. Introducing change gradually, making only necessary changes, announcing changes in advance and allowing time for people to adjust to new ways of doing things can help reduce resistance. • Force-Field Analysis: In almost any situation where a change is being planned, there are forces acting for and against the change. In force-field analysis, the manager list each set of forces and then try to remove or minimize some of the forces acting against the change. • Negotiation: Where someone or some group will clearly lose out in a change and where that group has considerable power to resist, there negotiation is required. Sometimes it is a relatively easy way to avoid major resistance. • Manipulation and Cooperation: This is followed when other tactics will not work or are too expensive. It can be quick and inexpensive, However, it can lead to further problems if people feel manipulated. • Explicit and Implicit Coercion: This is adopted where speed is essential and where the change initiators possess considerable power. It is speedy and can overcome resistance. Each of the above methods has its advantages and disadvantages. There is no universal strategy forovercoming resistance to change. Hence, an organization that plans to introduce certain changes must be prepared toface resistance from its employees. An organization should also have a planned approach to overcome suchresistances.ORGANIZATIONAL DEVELOPMENTThe term Organizational Development (OD) refers to a broad range of behavioral science based strategies used todiagnose the need for change in organizations and to implement changes when necessary. OD can be defined as atechnique for bringing change in the entire organization, rather man focusing attention on individuals to bring changeeasily in the entire organization.Nature of ODOD is a general strategy or approach to organizational change mat is employed to analyze and diagnose the sources oforganizational problems and to develop and implement action plans for their solution. According to Bennis, OD has thefollowing characteristics; • It is an educational strategy for bringing planned change. • It relates to real problems of an organization. • Laboratory training methods based on experienced behavior are primarily used to bring change. • Change agent applying OD technique for change is external to the forms of consultants. • There is a close working relationship between change agents and the people who are being changed. The relationships involve mutual trust, joint goals, means, and mutual influence. • The change agents share social philosophy about human value. They are humanists seeking to get a humanistic philosophy in organization.OD InterventionsOD interventions refer to various activities which consultant and client organization perform for improving organizationalfunctioning by enabling organization members to better manage their team and organization cultures. French and Wellhave defined OD interventions as "sets of structured activities in which selected organizational units (target groups orindividuals) engage with a task or a sequence of tasks where the task goals are related directly or indirectly toorganizational improvement. Interventions constitute the action thrust of organization development; they make thingshappen and are what is happening.” #100
  • Intervention Techniques • Sensitivity Training • Process Consultation • Team Development • Grid Organization DevelopmentSensitivity Training: Sensitivity training is a small-group interaction under stress in an unstructured encounter group,which requires people to become sensitive to one anothers feelings in order to develop reasonable group activity. Insensitivity training, the actual technique employed is T-group. T-group has several characteristic features: • The T-group is generally small, from ten to twenty members • The group begins its activity with no formal agenda • The primary role of trainer is to call attention of members from time to time lo the ongoing process within the group • The procedure lends to develop introspection and self-examination, with emotional levels of involvement and behavior. The objectives of such training are increased openness with others, more concern for others, increasedtolerance for individual differences, less ethnic prejudice, understanding of a group process, enhanced listening skillsand increased trust and support.Process Consultation: Process Consultation (P-C) represents a method of intervening in an ongoing system. Thebasic content of P-C is that the consultant works with individuals and groups to help them learn about human and socialprocesses and learn to solve problems that stem from process events. P-C consists of many interventions and activitieswhich affect the various organizational processes such as. communication, roles and functions of group members,group problem-solving and decision-making, group norms, authority and leadership and inter-group cooperation andconflicts.Team Development: The underlying aim of team development is to increase trust among team members becausepeople work better together when there is open and honest sharing about the problems and difficulties that they havewith one another. As such, at the initial level, the attempt should be to develop such an environment where such trustcan be developed among the team membersGrid Organization Development: Grid organization development, developed by Blake and Mounton, is acomprehensive and systematic OD Program. The Program aims at individuals, groups and the organization as a whole.It utilizes a considerable number of instruments, enabling individuals and groups to assess their own strength andweaknesses. It also focuses on skills, knowledge and processes necessary for effectiveness at the individual, groupand inter-group and total organization levels. In addition to these people focused interventions, there may be other types of interventions too. e.g. structuraland job interventions such as job enlargement, job enrichment, management by objectives, rules, procedures andauthority structure. OD offers some very attractive methodologies and philosophies to practicing managers and academicians.William Halal is right when he says "OD in future includes any method for modifying the behavior in the organization,hereby, encompassing the entire spectrum of applied behavioral science". There also have been experiences of failurein OD but these are being recorded and collected to be reviewed. In general, OD shows a promising future, since thereare no rigid sets of procedures in OD work and different strategies have to be evolved for different types oforganizations. #101
  • MODEL QUESTION PAPER ORGANIZATIONAL BEHAVIORTime: 3 Hours Max. Marks: 100 SECTION-A (5x8 = 40) Answer any Five questionsNote: All questions carry equal murks 1. What do you understand by organizational behavior? Bring out its nature and importance. 2. Discuss the personality attributes in organization. 3. What is the organizational design? What are its forms? 4. What is group cohesiveness? What are its determinants? 5. What are the forms of organizational communications? 6. What are the sources of power? 7. What are the causes of stress? 8. What is organizational culture? How it affects the behavior of the people? SECTION- B (4x15 = 60) Answer any four questions 1. Compare the Maslows Theory with ERG Theory of Motivation. 2. What are the barriers to effective communication? How to overcome those barriers? 3. What are the techniques of managing political behavior? 4. State the consequences of stress and method of managing the stress. 5. Suggest strategies to resolve inter-group conflicts. 6. Why do people resist change? As a manager how would you overcome such resistance? MODEL QUESTION PAPER ORGANIZATIONAL BEHAVIORTime: 3 Hours Max. Marks: 100 SECTION-A (5x8 = 40) Answer any Five questionsNote: All questions carry equal murks 9. What do you understand by organizational behavior? Bring out its nature and importance. 10. Discuss the personality attributes in organization. 11. What is the organizational design? What are its forms? 12. What is group cohesiveness? What are its determinants? 13. What are the forms of organizational communications? 14. What are the sources of power? 15. What are the causes of stress? 16. What is organizational culture? How it affects the behavior of the people? SECTION- B (4x15 = 60) Answer any four questions 7. Compare the Maslows Theory with ERG Theory of Motivation. 8. What are the barriers to effective communication? How to overcome those barriers? 9. What are the techniques of managing political behavior? 10. State the consequences of stress and method of managing the stress. 11. Suggest strategies to resolve inter-group conflicts. 12. Why do people resist change? As a manager how would you overcome such resistance? #102
  • #103