HND in BM | Organizations & Behavior

Contents
Organization: ................................................................................................................................... 3
Organizational Structure: ............................................................................................................ 3
Organizational Culture: ............................................................................................................... 3
Organizational Structure of LB Finance: ...................................................................................... 4
Individual Behavior: ......................................................................................................................... 5
What is Individual Behavior? ....................................................................................................... 6
The problem faced by organizations: .......................................................................................... 6
Factors that influence individual behavior: ................................................................................. 6
Leadership and Management: ........................................................................................................ 8
What is Leadership? .................................................................................................................... 8
Types of Leadership: ................................................................................................................ 8
What is management? ................................................................................................................ 8
Relationship between Leadership and Management: ................................................................ 9
Leadership style used in LB Finance: ......................................................................................... 10
Weakness of the Leadership Style:........................................................................................ 10
Considerations: ...................................................................................................................... 10
Motivation: .................................................................................................................................... 11
Importance of motivating employees: ...................................................................................... 11
Motivational Practice of LB Finance: ......................................................................................... 12
Motivational Plan: ..................................................................................................................... 13
Teamwork: ..................................................................................................................................... 14
Importance of Teamwork in an Organizations: ......................................................................... 14
Negative Impacts of Teamwork on Organizations: ................................................................... 15
Creating a Successful Team: .......................................................................................................... 16
Developing the Customer Operation Team: ............................................................................. 16
Forming: ................................................................................................................................ 16
Storming: ............................................................................................................................... 17
Norming: ................................................................................................................................ 17
Performing: ............................................................................................................................ 17
Use of Technology to Enhance Team Building: ......................................................................... 18

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Conclusion: ........................................................................................ Error! Bookmark not defined.

References: ........................................................................................ Error! Bookmark not defined.

Table of Figures:
Figure 1: Centralized organizational structure ................................................................................ 3
Figure 2: Decentralized organizational structure ............................................................................ 3
Figure 3: Relationship between leadership and management ....................................................... 9
Figure 4: Bruce Tuckman's team building ..................................................................................... 16

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Organization:
Organization is a place where individuals are connected by working together to achieve
a common goal. All organizations have a management structure and culture which differentiates
from other organizations.

Organizational Structure:
It is the hierarchical arrangement of lines of authority, communications, rights and
duties of an organization. Organizational structure determines how the roles, power and
responsibilities are assigned, controlled, and coordinated, and how information flows between
the different levels of management.

Centralized organizational structure:

In this structure there is only one individual who has the power and authority to
make decisions and give directions to the company.

Figure 1: Centralized organizational structure

Decentralized organizational structure:

This is a structure where several individuals has the power to make business
decisions and run the business.

Figure 2: Decentralized organizational structure

Organizational Culture:
The values and behaviors that contribute to the unique social and psychological
environment of an organization. Organizational culture is the sum of organization's
expectations, experiences, philosophy, and values that hold it together, and is expressed in its
self-image, inner workings, interactions with the outside world, and future expectations.

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Organizational Structure of LB Finance:

A centralized organizational structure with very few hierarchy is being used at LB
Finance. Organizational structure and organizational culture have a dependent relationship with
one another. In the business world, management structure determines the behaviors, attitudes,
dispositions and ethics that create the work culture.
The way a company allocates power and authority determines how employees behave.
These choices manifest in a company's organizational structure and organizational culture.
Organizational structure is the way a company arranges its management and lines of authority.
It determines roles, responsibilities and the flow of information within the company. Work
culture results from those decisions.
Since the company's organizational structure is hierarchical, with decision-making
power centralized at the top, the company's culture will likely reflect a lack of freedom and
autonomy at the lower levels.
As the company operates under centralized structure there will be order and control
with the employees, this will result in better quality service to the customers. Also there will be
low risk because the decisions are made by the highest authority in order to maintain
sustainability.
For an organization working in the financial service sector, they have selected the
appropriate organizational structure. In such organizations it is best to be centralized because
they highest authority should know what is happening among the company every moment.

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Effects of Organizations Culture on Employees Performance:

Main functions of the organizational cultures are; they help in behavioral control of the
organization's employees both senior and junior employees, they encourage internal
organization stability and finally they act as a source of organization's identity.
The organizational culture is greatly influenced by the leadership style used, and the
leadership style used in LB Finance is autocratic. In the autocratic leadership only one person
had the decision making power and the employees have to follow it regardless what it is, this
demoralizes the employees since they cannot fully participate in the decision making process.
When it comes to sharing new ideas, there is little or no room for junior employees to
come up with unique ideas that they might be having, this is because the manager and other
senior personnel might feel challenged and intimidated hence they rarely allow junior
employees to come up with suggestions that might be useful to the growth and expansion of
the company.
But there will be no flaw in the works assigned due to the fear employees have towards
the employer. There will be strict discipline and obedience within the organization. Due to the
autocratic leadership style, the employees will tend to do their best to stay out of punishment
and trouble. So they will do the tasks assigned to them according to higher authority.

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Individual Behavior:
What is Individual Behavior?
Individual behavior is a combination of responses to external and internal stimuli.
Human behavior is complex and every individual is different from others.

The problem faced by organizations:

An organization is basically the association of human beings and a major problem of
todays organization is how to get the maximum possible efforts and contributions of the human
beings determining these efforts and contributions, those responsible for managing the
organization must understand the way human beings behave.

Factors that influence individual behavior:

The behavior of an individual is influenced by various factors, some of the factors lie within
himself like his instincts, personality traits, internal feelings etc... While some lie outside him
comprising the external environment of which he is part.
1) Demographic Factor:
The demographic factors are socio-economic background, education, nationality, race,
age and sex. Organizations prefer persons that belong to good socio-economic background,
well-educated and young as they are believed to be performing better than the others. The
young and dynamic professionals that have good academic background and communication
skills are always great in demand.
2) Abilities and Skills:
The physical capacity of an individual to do something can be termed as ability. Skill can
be defined as the ability to act in a way that allows a person to perform well. The individual
behavior and performance is highly influenced by ability and skills. A person can perform well in
an organization if his skills and abilities match with the job requirement.
3) Perception:
The cognitive process meant for interpreting the environmental stimuli in a meaningful
way is referred to as perception. Every individual on the basis of his reference can organize and
interpret environmental stimuli. There are many factors that influence the perception of an
individual such as; motives, interests, experience and expectations.

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4) Attitude:
Attitude can be defined as a tendency to respond favorably or unfavorably to certain
objects, persons or situations. The factors such as family, society, culture, peers and
organizational factors influence the formation of attitude.
5) Personality:
Personality can be defined as the study of the characteristics and distinctive traits of an
individual, the inter-relations between them and the way in which a person responds and
adjusts to other people and situations. The several factors that influence the personality of an
individual are heredity, family, society, culture and situation. It implies to the fact that
individuals differ in their manner while responding to the organizational environment.
Personality can be regarded as the most complex aspect of human beings that influences their
behavior in big way.

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Leadership and Management:

What is Leadership?
Leadership is an ability, meaning a leader is interpreted as someone who sets direction
in an effort and influences people to follow that direction. Good, effective leaders have: a
knowledge and understanding of a range of types and methods of leadership, a sensitivity to the
environment within which they are working, and a self-awareness and understanding of others
that allows them to moderate their leadership behaviors appropriately.

Types of Leadership:

Autocratic:
This style is used when leaders tell their subordinates what they want done and
how they want it accomplished, without getting the advice of their followers.
Democratic:
This leadership style consists of the leader sharing the decision-making abilities
with group members by promoting the interests of the group members.
Bureaucratic:
A style of leadership that emphasizes procedures and historical methods
regardless of their usefulness in changing environments.
Laissez Faire:
Laissez faire leaders try to give the least possible guidance to subordinates, and
try to achieve control through less obvious means. They believe that people
excel when they are left alone to respond to their responsibilities and
obligations in their own ways.

What is management?
Management is an authority, meaning a manager is the person responsible for planning
and directing the work of a group of individuals, monitoring their work, and taking corrective
action when necessary. Management is the organizational process that includes strategic
planning, setting; objectives, managing resources, deploying the human and financial assets
needed to achieve objectives, and measuring results.

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Relationship between Leadership and Management:

Figure 3: Relationship between leadership and management

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Leadership style used in LB Finance:

Since LB finance being an organization in the financial service sector, they have adopted
autocratic leadership within the organization.
The autocratic leadership style is used to ensure they have full control of their business.
Autocratic leadership does not rely on several people to make a decision in urgent business
situations. Business owners can assess the company under current economic decisions to make
critical business decisions. Business owners usually become the face of an organization in an
autocratic leadership environment.
Financial service providing organizations play a very risky role in the economy, because
they primarily handle the finance of their customers who have trusted them with their money.
Hence through autocratic leadership they will have the ultimate control over their employees
and the functions. Also if there was a simple mistake with any of the decision making, it will lead
to a catastrophe in both internal and external environment of the organization. So autocratic
leadership is the best leadership style which can be used in a financial service sector.

Weakness of the Leadership Style:

This kind of leadership often creates a more stressful work environment. Employees
may worry less about completing business functions to the best possible outcome. There might
be a fear among the employees of the authority due to penalties and harsh punishment, this will
lead to an inefficiency in the output of the employees. New ideas will not be shared, even if they
could bring out a huge profit to the company.
Due to these reasons the organization might not reach its potential growth level. This
could be a huge bloc for them in their path to success.

Considerations:
Owners should consider giving managers and employees small amounts of authority to
make decisions. This will give a stress free environment to both the management and the
workers. But the management should still have an eye on its workers and maintain its authority
among them. Too much freedom will cost shutdown of the company. So the management
should consider a little and act cautiously.

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Motivation:
Motivation is the activation or energization of goal-oriented behavior. It is what causes
us to act and think. Every human beings need to be motivated in order for them to achieve their
goals and dreams. Motivation is said to be intrinsic and extrinsic.

Intrinsic Motivation:
It is the Internal desires to perform a particular task, people do certain activities because
it gives them pleasure, develops a particular skill, or it was risen through their mental
desires

Extrinsic Motivation:
Extrinsic motivations are those that arise from outside of the individual and often
involve rewards such as trophies, money, social recognition or praise.

Importance of motivating employees:

Organizations upholds on motivating employees for various reasons. The method they
undertake will differ from industry to industry and organization to organization. Some of the
common reasons why organizations try to motivate their employees are:
1. Productive use of resources
The utilization of physical and financial resources depends on the willingness of
people to work. Motivation enables people to convert physical and financial
resources into useful products.
2. Increased efficiency and output
Motivation enables people to work enthusiastically it bridges the gap between
the overall efficiency and output. This, ultimately, helps in reducing the cost of
operation.
3. Achievement of goals
Motivation causes goal directed behavior. It helps people to move in a desired
direction and earn rewards. If people are not properly motivated, the
organization may not achieve its target as well.

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4. Development of friendly relationship

Motivation brings employees closer to organization, they will begin to show
more interest in organizational work. This helps in developing cordial relations
between management and workers.

5. Stability in workforce
Their commitment to organizational work will increase. Employees do their
tasks loyally and enthusiastically, they are not tempted to leave the
organization.

Motivational Practice of LB Finance:

According to the information gotten, the LB Finance does not have much motivational
practices undertaken within them. They give financial incentives once a year for their employees
(the only motivational plan they mentioned me). Money is the most common and primary
strategy used to motivate employees. Also it is known to be the most effective way of
motivating employees.
The advantages of using money as a motivational tool is that it is a well-accepted
reward. Instead of providing a specific reward that some people may not be motivated by or
enjoy, money can be used to purchase many things. Each of every employee has different plans
on spending the incentive they got, all the employees may be motivated even though they plan
on using the money for different items or cause.
The problems with using money to motivate employees is that the motivation does not
last. Giving bonuses can motivate employees to a certain extent, but this motivation does not
last. It is applicable if you need a short boost of productivity from your employees, but it is not
capable for long-term results. Also there are some people who do not motivated by money, if
there are people like this in the organization, the motivational plan will be an utter failure. This
plan will be acceptable for low level staffs, but it wont motivate higher level staffs. This strategy
will not be acceptable by everyone in the organization.
Hence they have to analyze the employees and know what motivate them through different
methods. There are various methods which can be used in organizational such as this.

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Motivational Plan:
A successful employee motivation plan is sustainable. In order for it to endure time,
managers need to look deeper than financial compensations. By implementing an acceptable
motivational plan the performance of the employees will increase greatly.
As I mentioned earlier, not everyone are motivated through financial intensive
strategies, each human beings are unique and their motivational factor will differ from each
other. Still there are some methods which can be accepted by most people.
1. Communication:
It is compulsory to keep employees up-to-date with what's going on in the
organization. Most importantly provide regular feedback on their performances. Since
LB Finance being horizontal structured organization, there will be less communication
among the employees and managers. The employees will feel isolated for they do not
know from whom and where they get their tasks. If the managers have a
communication link between the employees, it will motivate them.
2. Trust:
Trust is one of the most important tool used to motivate employees. By trusting
your employees, they will feel important to the organization. Since LB Finance being an
organization of the financial service sector, it is best to develop trust among the
employees. If you dont trust your employees they will feel isolated and disregarded,
they will not have interest towards the organization or their job. This method is
applicable for all level of employees and must be an important characteristic to every
organization.
3. Connecting Employee needs and Reward Design:
When an employee has performed well, instead of rewarding through financial
matter if you reward him with something he needs it will be a great motivation. All the
employees will perform well to be rewarded. But it is important for the employer to
understand the employees needs and expectations. In order to do that the employers
need to develop and analyze individual employee's profiles.
4. Appreciation and appraisals:
Every human beings desire is to be recognized and appreciated for who they are
and what they done. By recognizing a top performer in front of the entire organization,
the employee will be motivated. He will be happy to work in the organization and keep
on trying to achieve more in order to be appreciated more. It doesnt matter whether
its the manager or a staff, it will greatly motivate everyone.

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Teamwork:
Teams are formed when individuals with a common taste, preference, liking, and
attitude come and work together for a common goal. Teams play a very important role in
organizations as well as our personal lives.
Employees do not operate independently in the workplace. They need to socialize and
work as a combined entity in the workplace. They require inputs and feedback from co-workers
and depend on each others expertise to complete tasks. They form teams to get assignments
going. Teamwork is essential and everywhere, teamwork allows us to succeed. That is to create
output far greater than the sum of all. There is a common saying about teamwork, 1 + 1 = 3.

Importance of Teamwork in an Organizations:

1. Efficiency:
Work groups and teams develop systems that allow them to complete tasks
efficiently and quickly. When a task is handed to a well-trained and efficient team, the
team's work pace assures that the task will be completed quickly and accurately.
2. Ideas:
Team members become accustomed to processing brainstorming information,
and the company benefits from the variety of suggestions that come from effective
teams.
3. Support:
Work group members can help each other improve their performance and work
together toward improving their professional development.
4. Delegation:
One of the benefits of strong teamwork in the workplace is that team leaders
and members become proficient at dividing up tasks so they are done by the most
qualified people.

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Negative Impacts of Teamwork on Organizations:

By creating team and divisions within an organization will help the organization to increase its
productivity. But as well as positive impacts there are same negative impacts which teamwork
can cause to the organization.
1. Unequal participation:
With some teams, there can be a tendency for members to sit back and let
others do most of the work. Conflict may occur as a result, which can have a detrimental
effect on workplace morale.
2. Non-team players:
Some workers may not function well as part of a team, preferring to work on
their own. People like those will be excellent at the task they are given individually and
might face difficulty in working as a team. This will result in a dissatisfactions with both
the employee and employer.
3. Limitation of creativity:
Teamwork may also limit creative thinking. Employees may be so focused on
working for the overall good of the team and fitting in to the team concept that they put
their own ideas on the back burner. This lack of innovative thinking may keep the
company from moving forward.
4. Time consuming:
When the team generates new ideas, the team will have to discuss them. Team
meetings can often become social gatherings if not properly managed, and this can
result in delays for the organization.
The reasons for these negative impacts are caused by the failure in team work. If a team can
identify and reduces the causes of its failure they can achieve their ultimate goal with ease. That
is the main purpose of teamwork.
Common reasons for teamwork failure:

Lack of mutual accountability.

Lack of resources.
Lack of effective and shared leadership.
Lack of planning.
Lack of management support.

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Inability to deal with conflict.

Lack of focus on creativity and
excellence.
Lack of training.

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Creating a Successful Team:

We cannot expect a team to be without any problems, it could be either internal conflict
or external conflict or even both. Even successful teams in the present have had many conflicts
in the beginning, they are successful now because they have overcome their conflicts. There are
many ways to overcome the conflicts which effect a team, but in order to overcome them we
must first find them after that only we can solve them.

Developing the Customer Operation Team:

In order to develop the customer care operation team, I will be using Bruce Tuckmans
team building theory.

Figure 4: Bruce Tuckman's team building

Forming:
This is where the company recruits a team based on human resource requirement for
organization development.
As per the details, the forming stage has been completed. They have selected a team for the
customer operation development.

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Storming:
This is where the employees or the team mates meet but are isolated in thought, word
and need.
According to the details, it is assumable that the team is currently in this stage. This is the stage
where the team will have internal conflicts with each other. They could be:
Language barriers
Socio-economic backgrounds
Personality
Attitude
Ideas
There are more causes which could arise team conflicts other than this.

Norming:
This is where the team finds their feet by overcoming their conflicts and gets familiar
with their job and colleagues.
Now it is time for the team to overcome and find solve their conflicts. This can be done by;

Make sure each team member involved has a chance to explain the problem as he or
she sees it.
Establish clear ground rules so that people can have their say without being interrupted,
rushed, mocked, or intimidated.
Encourage employees to solve problems themselves when they can so that no one else
has to be in the middle of every conflict between team members to solve. However, if
they cannot solve them, its important that they can count on someone to coach them
through a problem-solving framework that allows them to build conflict resolution skills
for the future.

We cannot expect the team to perform well as soon as they have overcome their conflicts. Now
they must create a strong relationship and understanding among them. To accomplish this;
We must make the teams purpose clear. Take time to educate teams performance,
goals and how the team contributes to the companys success.
Make sure every team members interact at meetings. Must encourage team members
to ask each other for help and to offer it to each other.
Define each persons job in terms of its contribution to the groups and companies
overall goals.

Performing:
Here employees are comfortable and clear about the expectations from the
management and team.
Now the team is ready for its performance. They will be ready to accomplish the assigned task
with the expected outcome or even more.

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Use of Technology to Enhance Team Building:

In the current society technology plays a major role. You are able to maintain your
position in the market environment only if your organization is updated and informed with the
available technology.
Various technologies which are available in an organization can be used to improve
team building in different ways.
1. Social Networks:
Twitter, Facebook, Google+, Myspace, etc are common social networks which
is used by many people internationally. By using these social networks workers can be in
contact with their co-workers or team members even outside of the organization. These
social networks are better than having in touch with people using phones. They are
more creative and entertaining as well, also this will allow the team members to know
more about others even in their personal life.
2. Instant Messengers:
Instant messengers such as MSN, yahoo messenger, Gmail messenger and
Skype can be effective and less time consuming mode of communication to have within
the organization. This will allow people to communicate without any hassle caused to
others, also it will be easier to share files and documents.
3. Laptops and Mobiles:
By giving office laptops and mobiles teams can easily check the updates and
send mails to the team members as soon as they are informed of anything. There will be
a trustworthy communication between them. Even when one of the team member is
sick at home, he can easily access and communicate with his co-workers.
4. Games:
You can organize online or network multiplayer games for employees on a
Friday afternoon. Games boost everyone's spirits and remove the stress that's prevalent
in office. This will be very effective if the teams play together. But this will applicable for
a younger age groups and will be a very effective method.
5. Groupware:
Enables teams to plan meetings, collaborate, delegate all within a virtual
environment which can often be accessed remotely from anywhere in the world.

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Conclusion:
As far as I learnt, the organizational structure and leadership style determined the
organizational culture and the organizational culture affects the employees performance. It is
more like a chain, when everything is connected it defines the organization.
The LB Finance is an organization operating in the financial service sector. They maintain
a horizontal (centralized) organizational structure with an autocratic leadership, where the
decision making power only lies with the higher authority. Since LB Finance is a financial
organization, there should be obsolete control of the actions and decisions taken for a simple
mistake can cause huge problem within and outside the organization. Hence I would say that
they have chosen the right leadership style. But if they could combine both autocratic and
democratic leadership, in other words having some communication with the employees while
operating under autocratic style. This will greatly improve the organization and the employees
interest towards their work.
Organization such like this that follows autocratic leadership will have a strict and
disciplinary culture. The employees performance depends on the organizational culture. Both
these factors are co-related and complementary. So to be short the leadership style adopted by
the organization will determine the performance of employees.
Due to this structure and leadership, employees will begin to fear their employers and
their own actions, for mistakes are not acceptable in such organization. Because of this the
employees will not give out their potential output in the tasks they are assigned with. The works
will be done as the employers expected even though there was room for improvement. Also the
ideas of the individuals will be not heard or considered because the employers will not accept
any ideas from lower staffs.
Because of the above reasons the motivation of the employers will be reduced.
Motivation is the fuel that energizes each and every employee to work at their potentials.
Today's dynamic and uncertain business environment requires workers at every level to work
together to achieve a common goal. An organization cannot survive without a highly motivated
and progressive workforce, which also includes top management. The management needed to
be highly adaptive and innovative with their motivational plan to survive the intensity of modern
competition.
Currently the motivational plan used in LB Finance is financial incentive, of course
money is a great motivator in the current society but it isnt everything. By having some
communication and trust with your employees, we can morally motivate them. Love and
interest is the key to success, if the employee loves his job and works with interest he can
achieve far beyond what the employers expected. Through motivation the management can
provide that with ease.

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So to enhance the productivity and output of the employee, the organization must have
an acceptable culture and motivational plan. These are the two main factors of performance
and an organization must always keep these in mind and control them.
In todays world, achieving success individually is a very hard task. There is a saying
about synergy in business, 1+1 = 3. Well it is true, when two minds work together they achieve a
better result. That is why organizations tries to create well performing teams. Even when
recruiting employees, they seek people with the ability to work as a team.
We cannot expect a team to yield the perfect results as soon as we form them.
According to Bruce Tuckman, there are four stages for a team to pass through in order to
provide the expected outcome. In the beginning of the formation it is natural to have conflicts
within and outside the team, but when the overcome those conflicts they will be a perfect team.
Hence, a team is very important to an organization but the organization should tune the
team according to their goals and task. That is the only way to success beyond expectation.

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