The Organization and Methods function is an eminently assistance and advisory service at the managerial level of companies, whose primary objective is to increase administrative efficiency by preparing technical-administrative studies that seek to improve procedures, methods and work systems..
This activity is carried out through proposals made by the Organization & Method Analysts, after having carried out the respective studies on the procedures used by the company, trying to seek to make them simpler and more effective, which results in cost reduction and unnecessary efforts to achieve simplification of work.
Proposals must be analyzed by the management level, and it will be there where it is decided whether they are put into practice or if they are rejected.
Organization & Method Studies are useful for any company, be it Industrial, commercial or service.
The Organization assistance and advice and methods to the direction of the Company, can be given externally and internally. Being this way:
Externally: There are consulting consulting offices, whose main task is to carry out Organization and Method Studies, which show the following characteristics:
They have qualified personnel in the field, with experience in different types of companies and with knowledge of many organizational problems. Therefore, when conducting an Organization Study and methods, they can propose a variety of solutions according to existing problems, based on theoretical knowledge or experiences in other companies.
However, they can get away from the reality of the Company, since in some occasions it is difficult to get to know the Organizational Culture, historical problems and the general feeling of the staff, since being strangers to them, trust and sincerity can be limited.
Internally: The O&M department permanently carries out Organization and Method Studies, under the following characteristics:
It has its own staff, with experience and knowledge of different areas of the Company and with full time to dedicate to seek to improve internal procedures. You can also get to know in depth the elemental internal characteristics of each area, as well as the way of thinking of people in relation to the historical background of the procedures used and of the Company in general.
However, the little external experience with other types of companies may limit the possible alternative solutions to the problems under study, since there are no points of comparison.
To the extent that the function of Organization & Methods constitutes an instrument of change and improvement, its location within the organic structure of any entity or company deserves serious and considered consideration, for which there are diverse reasons and opinions to locate it in the highest level of Companies, among them the following stand out:
- By relying on the maximum leadership of the company, undue resistance to its recommendations and suggestions is eliminated. A broad and panoramic vision of the organization is obtained, especially in terms of the coordination that all activities must have, which serves to establish with greater precision your possible areas of work and achieve better results.
The Organization & Methods Studies represent the analysis of the structural problems and the administration's work systems, with the fundamental purpose of advising the administrative units for the improvement of their work methods and the optimal use of the available resources and to acquire, to achieve efficiency and effectiveness in the development of its functions.
The scope of the Organization & Methods studies ranges from the structural changes of the organization, to the smallest modifications introduced in the working methods of a small administrative unit, ranging from the simplification of procedures to the total reform of the organization.
According to its field of application, Organization & Methods studies can be carried out in a general way for the entire organization and also in some of its component units, areas or jobs in particular.
The study of the entire organization is carried out at the general level of the entire company, comprising a thorough examination of all the administrative elements that are established within the company, among which are objectives, policies, organization, structure, work systems, resources etc.
At this level the study can also be carried out in those general functions of the organization, common to various areas or administrative units.
The specific study of some of its component units, areas or jobs in particular, is carried out in order to consider possible improvements in its methods and work processes, although it is carried out independently, the analysis cannot be ruled out in the study. of existing relationships with other similar components of the organization.
This type of study is also applied to the creation of new administrative units or jobs, in order to take advantage of and maintain the existing organization systems, but above all to seek the success of their operation.
In order for the Organization & Method Studies to obtain the desired successes, it is important to have the approval and support of senior management, as well as the consent and sympathy of the authorities in the area under study, and especially with the participation of the personnel involved within the area, which will only be achieved if properly communicated to them, otherwise it will be inevitable to find resistance to change during the study and in the proposals for change that are formulated.
Organization and Methodology studies methodology
Like any professional technique or tool, the Organization & Methods studies must have a methodology for their development, for this purpose, five phases have been determined that, according to their sequence, help to carry it out.
- Study planning Information gathering Information analysis Preparation and presentation of the final report Implementation and follow-up
Study planning
No administrative improvement effort should be initiated without careful planning and prior preparation of the course of action to be followed to achieve its purpose.
The first step in planning the Organization & Methods Study is to define the nature of the problem and detect the main flaws to be solved, and then clearly determine the objective of the study and thereby avoid misunderstandings that hinder or disperse the work.
When the nature and objective of the study have been defined, a preliminary investigation or survey should be carried out to determine the current situation and to visualize the studies to be carried out, the complexity of the investigation, the most appropriate techniques to carry it out and the possible costs of the proposed solutions.
The preliminary study, being the first contact with the reality to be studied, can give an idea of the magnitude of the problem, detect the inconveniences that may arise during the study, providing new elements of judgment to consider and, as a consequence, provoke a reformulation of the study in more objective terms.
In general terms, the objectives of the preliminary investigation are:
- Determine the specific needs that exist within the field of application and identify the problem that requires priority attention. Detailed description of the location, nature and extent of the problem. Establish the type of technical knowledge or skills that will be required to solve the problem. Estimate the time, human and material resources that will be necessary to solve the problem, as well as the administrative techniques
Once the nature and magnitude of the problem has been determined, the objective of the study has been defined and the preliminary investigation has been carried out, the plan and work programs to carry it out must be formulated, examining the different options for carrying out the definitive investigation and establishing the general regulations and conditions that will govern its development.
This last stage of Study Planning should be presented in a report that indicates the appreciation of the problem and the work plan that will be used to solve it, clearly specifying what is to be done and why, where, how, when and who will do it, as well as the actions, resources, time and cost of its preparation and implementation.
This document must contain a clear and concise explanation of the areas of investigation that it will cover (systems, processes, functions, positions, etc.) and of the facts, data and reports that are necessary to reach solid and effective conclusions and recommendations, through the description of the following contents:
- Background and rationale for the study Purpose and objectives of the study and the expected results of the study Scope and limitations of the study Actions or phases necessary to achieve the objective The human, material and financial resources required in each action or phase of the study The schedule of activities indicating the start dates or completion of each action or phase of the study The administrative strategies and tactics to be adopted to conduct the investigation The delimitation of responsibilities for each of the phases of the study The auxiliary information and orientation programs about the nature and purposes of the plan
The work plan must be submitted to the authorities of the area under study and to the approval of senior management, who will determine the cost-benefit of the project, as well as the implications that may occur within the company if it is carried out.
Information gathering
It is important to gather general documentary information about: manuals, laws, decrees, agreements, regulations, reports, statistics, yearbooks and previous studies on the area or problem to be evaluated, as well as specific information from the field of work on: organization charts, descriptions of positions, personnel files, data on work volumes, description of the main processes, relationship with other units, conditions and characteristics of the location, physical spaces, furniture and equipment; in general, all the information that is specific to the area under study.
Gathering and recording those facts that make it possible to know and analyze what is really happening in the area under study, will avoid the formulation of distorted impressions of reality, incur erroneous interpretations, false conclusions and propose improvement measures that when applied are inoperative.
In the data collection process, avoid collecting insufficient information or accumulating unnecessary facts that cause confusion and unnecessarily extend the duration of the investigation. This can only be achieved always bearing in mind the objective of the study and continuously reviewing and evaluating it in order to ensure that the data is related to the problem, detect if new problems emerge from them and derive possible changes or improvements.
The record of the data collected must be in writing at the time of observation of the facts, to have a complete history of the case that allows:
- Support the actions that are formulated and the proposals for change that are implemented. Compare at any stage of the investigation the partial results with the respective plans and programs. Facilitate the information to the personnel so that they know the objectives of the study, which has been done. and what remains to be done, having the possibility of obtaining suggestions and / or recommendations to improve it. Archiving reports or studies on the work carried out, constitute the best source of information to carry out similar work, avoiding duplication of efforts and as an element of support in case there is a change in the personnel that carry out the study.
The general techniques used for data collection are documentary research, interview, questionnaire, and direct observation. The choice of the various techniques is a function of the objectives of the research, the nature of the study problem, the data to be obtained, but above all, the analyst's vision and criteria.
Regardless of the technique (s) used, the research must be carried out without prejudice by the Analyst, without preconceived opinions, adopting a kind and discreet attitude in order to gain the will and trust of the personnel of the area of study and stimulate active participation in the work that is carried out and not promote resistance to change by them. It is also important that within this stage no type of offer or promise is made that does not have certainty and possibilities of being fulfilled to avoid unfavorable attitudes and criteria later.
The investigation must include the compilation of the antecedents and data relative to the current situation of the evaluated area. Among the antecedents are the legal aspects that will be involved within the problem, the similar problems that have previously arisen and the solutions that have been recommended or adopted at the time in an attempt to solve the problem.
Regarding the current situation, for the Organization & Methods study it is important to cover with that information that allows:
- Define the objectives of the affected area Know the current organizational structure Review the established policies and administrative regulations related to the problem under study Determine the functions assigned to each area and / or job post that are related to the problem Examine the working conditions, organizational culture, internal and external staff relations, communication channels.
Analysis of the information
It consists of organizing the data collected according to the objectives of the Organization & Methods study, to submit them to a critical analysis or examination process that allows the problems to be discovered and the causes that prevent the normal operation of the system, procedure or method. work, generating deficiencies, errors, delays or duplications within its development.
This phase serves as the basis for the development of alternative solutions to the problems detected and / or that originally generated the need to carry out the study and for the formulation of general administrative improvement recommendations.
The analysis of a situation or administrative event consists of dividing or separating its component elements until we get to know the nature, characteristics, and causes of the detected problems, without losing sight of the relationship of interdependence and interaction that must exist within them..
The purpose of the analysis is to establish the bases for proposing solution options to the problem under study, in order to evaluate them and establish the corrective actions or measures that allow the elimination of the problem and the administrative improvement of the area under study.
The analysis of the information provides an orderly description of the data, to submit it to a critical examination that allows knowing all its aspects and details, and manages to drive efforts to rationalize the diagnosis of problems.
The activities that make up the information analysis phase should be carried out in the following sequence:
- Know the fact or situation being analyzed, that is, keep in mind the objective of the study. Clearly describe the main problem or problems detected. Decompose each problem to know all its details or particularities. Critically examine it and understand each one. of its component elements. Order each element according to the chosen classification criteria, making comparisons and looking for analogies or discrepancies with other similar facts. Define the relationships that operate between each element, considering them individually and together, taking into account that administrative phenomena they do not behave in isolation and by themselves, but are also cause and effect of the circumstances of the internal and external environment that surrounds them. Formulate a diagnosis of the situation,identifying and explaining the deficiencies and their causes in order to solve them.
In order to analyze the information, a comprehensive and comprehensive approach must be adopted, relating the problem to the entire organization and each of its component units.
A very effective approach when conducting the analysis is to adopt an interrogative attitude and systematically formulate a series of questions that summarize the justification for administrative activities. It is important that the questions are asked with great objectivity and clarity in order to obtain the appropriate answers and to ensure that the person who answers the questions also comes to question them.
The questions that must be used within the interrogation must be adapted to the event or situation that is being evaluated, the application is at the discretion of the Analyst but it should not be thought of sophisticated questions but as simple as possible, for example:
- What is done? What is it done for? Where is it done? When is it done? Who does it? How is it done? How much does it cost? Etc.
After obtaining for each one of the questions, clear and precise answers, these should undergo a new interrogation, asking the question: Why is it done ?, from that moment the critical examination of the data and the new answers will begin. that are obtained will give the guideline for the formulation of improvement actions. This will be possible by eliminating, combining, changing or simplifying some or all of the elements under analysis.
This simple procedure for administrative analysis is intended to suggest the basis for the critical examination to be applied in an Organization & Methods study. It is evident that the rigor with which the data is analyzed will be directly related to the type of study that the Analyst is capable of undertaking and the degree of development in which the area under study is located.
The choice of analysis techniques and instruments will be due to the feasibility of their application, the studies to be carried out, the financial support and the resources that are accessible, but above all, the knowledge and degree of preparation of the personnel they carry out. Organization & Methods Analyst functions.
Preparation and presentation of the final report
It includes the elaboration of a document that describes the findings and the alternatives of change or solution to the detected problems, includes the conclusions and recommendations that in the researcher's opinion will allow a better administrative development within the evaluated area.
The search for administrative improvement options begins in the planning or construction phase of the Organization & Methods study, which presupposes an inverse work to that carried out during the analysis process, that is, that the elements separated and disaggregated in the The previous process is combined by means of a synthesis work, forming new units, integrated in such a way that they provide the adequate answers to the questions raised throughout the investigation, which is nothing more than reaching the conclusions of the study.
As a result of the conclusions reached after analyzing the data and formulating the diagnosis of the situation that gave rise to the study, but above all using technical knowledge, imagination and creativity, the Analyst will be able to formulate at least two alternative solutions to the evaluated problem, to present them as a suggestion or recommendation.
The drafting of recommendations should not include all the possible options that have been detected when they are very numerous, but it is convenient to select only the most viable ones and those that may have the greatest impact on the interested parties. Each option must be accompanied by the estimation of costs, the resource requirements, as well as the description of its advantages and limitations.
In the development of alternatives or options for the design of a new work system, it is necessary to combine the inputs (inputs) with the products (outputs), processing, requirement and flow of information, as well as to consider the structure of the organization, the objectives, policies, operating plans, functions, processes, resources, space distribution and controls that each of the alternatives require for the implementation of the change.
Before proceeding to develop the recommendations in an Organization & Methods study, the following considerations and / or suggestions should be kept in mind:
- Do not lose sight of the initial objectives that motivated the study. The experience of previous work can be valuable, but the tendency to stick to solutions that follow certain established patterns within the organization must be combated. It is of utmost importance that Those who are directly affected by the changes and recommendations are given the opportunity to participate in the evaluations before final decisions are made. Give preference to practical or viable recommendations, understood as those that, within the conditions that prevail within the area object of study are the most feasible to approach reality. Consider the limitations that may arise from legal and administrative provisions when they present difficulties for their modification.Discard solutions that require complex cooperation schemes by more than one unit, when it is difficult to achieve.Take advantage of all the help available in order to achieve better results, attending to the concerns, comments and opinions of the staff working within of the study area and other people outside it, as well as the advice of specialists in certain fields.
The best solution will be the one that allows you to carry out a job or make a decision within the minimum time required and with the adequate use of available resources, to obtain results in a short time.
All the recommendations presented in the final report must include the formulation of the program for its implementation that determines the activities to be carried out and the sequence of their implementation, accompanied by the schedule indicating the dates on which each of the program activities, establishing who should be responsible for the total control of the project and each of its component activities.
Suggested recommendations must be submitted in writing, and a report must be drawn up which, in addition to stating the reasons underlying the proposed changes, will facilitate decision-making in this regard.
The report must be written according to the nature and characteristics of the readers, which will vary its form and content depending on who it is intended for. High-level officials require condensed reports that allow them to make certain and correct and timely decisions, which must be written in language free of technicalities and very particular details. Detailed technical reports should be reserved for those who will be involved in the implementation of the suggested changes.
It can be very useful to include in the report graphs, diagrams, charts and other administrative analysis instruments that are considered auxiliary elements to support the proposals and recommendations, but that above all facilitate the interpretation and analysis of alternative solutions.
The results of the Organization & Methods studies must be presented directly to the General Manager and to the personnel involved in its approval and execution. The presentation should not be extensive or tedious, so much effort should be put into its content and supported by audiovisual aids and materials to make it more attractive.
The results must be designed, prepared and presented by the Analysts in charge of the evaluation, so that the recommendations are understood and the doubts are clarified at the same time.
The objective of preparing the report is to make the results of the Organization & Methods study known to the management level and to the authorities of the area under study, to obtain the necessary approval and support for its implementation.
Once the competent authorities decide on the alternative to be implemented, they will be in a position to design the new system and implement it.
Implementation and monitoring
It refers to the implementation of the new system and includes the integration of the necessary human and material resources and the execution of the planned program under the supervision and advice of the Analyst who created the system.
The implementation of the recommendations made can be considered more important than any of the other phases previously developed, since it includes the moment in which the theory of the study becomes practice and must be put into effect to solve the problems that motivated it.
This phase can be subdivided into four fundamental aspects, which are:
- Formulation of a program for the implementation of the new system. Integration of the necessary human and material resources. Description of the new design and training on the implementation program for those responsible for program execution. Program execution.
In the formulation of the implementation program of the new system, the activities to be carried out and the sequence of their execution must be determined, which can be represented through a diagram or schedule of activities.
Regarding the integration of human and material resources, it is important to consider all the requirements that will be necessary to adequately comply with the implementation of the new design, such as the characteristics of the personnel, the facilities, the furniture and equipment, forms and stationery. in general, as well as administrative documents to support change, among which we can mention administrative manuals, regulations and instructions, among others.
Definitively, it is not enough to formulate an implementation program and integrate the necessary human and material resources, if those responsible for its execution are not described and trained on the new design and implementation program.
Based on the requirements of the new system and the implementation program that is decided to be used, the personnel that will be involved with the new procedures and work methods must be selected and trained. Based on the manuals and instructions that are developed so that you can carry out your tasks correctly and acquire the minimum necessary knowledge of the activities that you will be required to carry out within the total process.
In this aspect, it is important to highlight that the achievement of the implementation of the new system is not the responsibility of the Analyst who was in charge of the evaluation, the implementers must be the members of the development area, so that the appropriate training and conviction of each one One of them is of utmost importance to establish who or who will be directly responsible for the execution of the total program and each of the stages that comprise it.
The participation of the Organization & Methods Analyst when putting his recommendations into practice is an essential requirement, since his mission does not end with the formulation of improvement proposals and the preparation of the implementation program. It must be present at the place where the changes are made for as long as is required and if necessary, return occasionally in a planned and sporadic way to the place of implementation of the new system.
Regarding the execution of the program, the function of the Analyst of Organization & Methods is solely of advising and assisting the personnel involved, who should only participate as counselor to the Head of the Unit under development and the personnel who will execute it, during the process. implementation of the recommendations until they work properly and at the same time feed back on the problems and difficulties that may arise in this phase.
To prevent obstacles and resistance to change for those affected by the new working methods, it is necessary to include information and orientation programs about the nature, purpose and benefits of the new system.
After complying with the above activities, the program is executed, which is nothing more than proceeding to put the new system into operation, applying the previously selected implementation method, carrying out the activities programmed for this purpose and following the guidelines set in the respective manuals and instructions.
The execution of the program must adequately respond to the simplicity or complexity of the new systems, there is no single methodology to carry it out, so depending on the changes you wish to implement, you must choose between one or more of the methods described below. continuation:
- The instantaneous method The pilot project The parallel implementation The partial method or by successive approximations
Generally, if the new system is relatively simple and does not involve a large volume of operations or an excessive number of administrative units, the instant implementation method is the most advisable and the most accepted in practice.
It is an easy way to implement new systems unless the changes, however simple, involve the use of different equipment unknown to the personnel or there is a high degree of resistance to change.
The method of implementation through the pilot project consists of carrying out a test of the new system in only a part of the entire organization, in order to measure its effectiveness. It should be understood by this that it is only possible when there is a relative similarity in the conditions that prevail within the area under study or the organization as a whole.
Its main utility is that it allows changes to be introduced on a reduced scale, carrying out as many tests as necessary to determine the validity and effectiveness of the proposed system before operating it globally. However, its disadvantages cannot be generalized since it is not possible to assure that what is valid for a part of the whole, is also valid for the remaining parts. In addition, unusual resources and special attention are generally allocated to the pilot project, which cannot subsequently be extended to the entire organization.
When it comes to implementing complex and risky projects for the organization, it is recommended to use the parallel implementation method, which consists of the simultaneous operation for a certain period of time of both the traditional system and the one to be implemented. This allows modifications and adjustments to be made without creating serious problems until the new system is operating normally before the operation of the old system is suspended.
This method guarantees greater security in the operations carried out during the change, since any contingency can be faced without precipitation, it also allows the personnel who will be in charge of the new system to familiarize themselves with its new attributions without the pressure of working with the possibility of contain errors. But its greatest virtue is that it allows comparisons of new methods against traditional methods and truly measure their impact.
The method of partial implementation or of successive approaches is the most appropriate to implement systems of great magnitude and risk for the organization, it can be said that for these cases it is the only one that allows it to be carried out successfully. It consists of selecting part of the new system or small portions of it and implementing them, trying not to cause serious alterations and advancing to the next step only until the previous one has been sufficiently consolidated.
It is a slower and more comfortable method than the previous ones, so it would sometimes require more time than initially planned. However, this apparent disadvantage is compensated since it ensures a perfectly controlled gradual change.
When the new system is implemented, its operation must be observed in order to determine that the system's objectives are being achieved, ensure that all of its component elements are operating properly, carry out the necessary refinements or modifications, and confirm that all the replaced routines are effectively discontinued..
The mechanisms to obtain the information that is used to verify the effectiveness of the improvements implemented are highly variable according to the particular characteristics of the area under study, so its collection and analysis should be at the discretion of the Organization & Methods Analyst and of those responsible for monitoring and controlling the implemented changes.
Based on the observations made and the analysis of the information that can be obtained, for an indefinite period of time changes can be analyzed and adopted for any of the component stages or for the system in general. It is advisable to know the results of the new system before trying to introduce corrective measures in a hasty manner when and where they occur, unless the detected deficiencies are very evident and the corrective measures are considered strictly necessary.
It is advisable to take into account that the adoption of corrective measures is an event that constantly arises since in many cases, the solution to a particular problem is partial if the causes that generate it are not modified, and these can be detected after the phase of execution of the initial study.
The implemented changes must not remain static, on the contrary they must be constantly adapted according to the changing needs of the company. Experience has shown the need to pay special attention to the periodic review of systems, which allows avoiding their obsolescence that directly affects the organization in general.
