Professional Documents
Culture Documents
DIAGNOSTIC TOOL
Objectives
After going through this unit, you should be able to understand:
when to construct a questionnaire
how to construct a questionnaire
questionnaire as an important tool for analysing an organisation
Structure
9.1
Introduction
9.2
9.3
9.4
9.5
9.6
Summary
9.7
Self-Assessment Questions
9.8
Further Readings
Appendix 1: Organisational Climate Questionnaire
Appendix 2: HRD Climate Survey
Appendix 3: Designing and Conducting Organisational Surveys
Appendix 4: Instruments of Organisational Analysis
Appendix 5: Scanning Your Business Environment
9.1 INTRODUCTION
Questionnaire, Interviews, Workshops and Task-forces are the most frequently
used methods of organisational diagnosis in India. They are used separately or
in combinations. Of the four, Questionnaires are more commonly used as they
could be used with ease and by persons inside the organisation. In this section
Questionnaire method is described in some detail.
There are a number of fairly standardised Questionnaire for Organisational
diagnosis. It is also easy to develop Questionnaire to suit each organisations
requirements. A sample of standardised questionnaire are also described in this
section. Choice of a questionnaire depends on the purposes of diagnosis and the
indications available from a preliminary diagnosis of the dimensions needing indepth study. Normally before the decision to use a questionnaire the person or
the group, intending to use it should have identified the area of concern through
interviews, complaints, observed symptoms or general opinions of interest
expressed by the top management etc.
Organisational Analysis
Specific Variables
Questionnaire as a
Diagnostic Tool
Organisational Analysis
Questionnaire as a
Diagnostic Tool
Organisational Analysis
9.6 SUMMARY
Questionnaire is a very useful diagnostic tool. There are several questionnaires
developed by organisational scientists in our country that are useful for
diagnostic purposes. These questionnaires could be used with appropriate
modifications to suit the diagnostic needs of each organisation. It is advisable to
develop organisation specific questionnaire for diagnosing problems unique to the
organisation. Comparative data may be available if standardised questionnaire
are used for general diagnosis purposes. Participative methods of developing
questionnaire enhance the quality of questionnaire through increasing the
organisational relevance of items. Survey feedback, maintaining organisational
health profiles, designing other interventions are some of the useful purposes
served by questionnaire. Care should be taken to ensure getting good quality
data through proper administration (clarifying purposes, maintaining anonymity of
respondents, administering in groups etc.) of questionnaire.
Appendix I
Questionnaire as a
Diagnostic Tool
1)
2)
Actual
Desired
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
......
......
......
......
......
......
......
......
......
......
A. Strongly disagree
......
......
B.
Disagree
......
......
C.
......
......
D. Agree
......
......
E.
......
......
Almost never
C.
E.
3)
Strongly agree
Organisational Analysis
4)
5)
6)
7)
8)
Actual
Desired
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
A. To a great extent
......
......
B.
To a considerable extent
......
......
C.
To some extent
......
......
D. To a little extent
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
......
......
B.
......
......
C.
......
......
D. A few people
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
Almost never
Not at all
Almost always
Almost none
Almost always
9)
Actual
Desired
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Never
......
......
B.
Sometimes
......
......
C.
Often
......
......
D. Almost always
......
......
E.
......
......
......
......
......
......
Well, it is true to
a negligible extent
......
......
......
......
E.
......
......
A. Strongly disagree
......
......
B.
Disagree
......
......
C.
......
......
D. Agree
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
Questionnaire as a
Diagnostic Tool
Strongly disagree
10) How often are your ideas for change given a good
hearing?
Always
Strongly agree
Almost always
Organisational Analysis
Actual
Desired
A. Strongly disagree
......
......
B.
Disagree
......
......
C.
......
......
D. Agree
......
......
E.
......
......
A. Not at all
......
......
B.
......
......
C.
To some extent
......
......
D. To a considerabe extent
......
......
E.
......
......
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Strongly disagree
......
......
B.
Disagree
......
......
C.
......
......
D. Agree
......
......
E.
......
......
A. Not at all
......
......
B.
To a little extent
......
......
C.
To some extent
......
......
D. To a considerable extent
......
......
E.
......
......
Strongly agree
Strongly disagree
Strongly agree
10
Actual
Desired
......
......
B.
......
......
C.
......
......
......
......
E.
......
......
A. It is never receptive
......
......
B.
It is sometimes receptive
......
......
C.
It is often receptive
......
......
......
......
E.
......
......
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Very inadequate
......
......
B.
Inadequate
......
......
C.
......
......
D. Adequate
......
......
E.
......
......
......
......
B.
......
......
C.
To some extent
......
......
D. To a little extent
......
......
E.
......
......
Questionnaire as a
Diagnostic Tool
Always receptive
Strongly disagree
Very adequate
Not at all
11
Organisational Analysis
Actual
Desired
......
......
B.
......
......
C.
......
......
......
......
E.
......
......
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Not at all
......
......
B.
To a little extent
......
......
C.
To some extent
......
......
D. To a considerable extent
......
......
E.
......
......
A. On all occasions
......
......
B.
On most occasions
......
......
C.
On some occasions
......
......
......
......
E.
......
......
Almost never
Strongly disagree
12
Not at all
Actual
Desired
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
......
......
Questionnaire as a
Diagnostic Tool
Strongly disagree
......
......
C.
To some extent
......
......
D. To a considerable extent
......
......
E.
......
......
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
A. To a large extent
......
......
B.
To a considerable extent
......
......
C.
To some extent
......
......
D. To a little extent
......
......
E.
......
......
......
......
B.
......
......
C.
Slightly defensive
......
......
......
......
E.
......
......
......
......
B.
......
......
C.
......
......
......
......
E.
......
......
Almost never
Not at all
13
Organisational Analysis
Actual
Desired
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
......
......
......
......
......
......
......
......
......
......
B.
......
......
C.
Somewhat aware
......
......
D. Much aware
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
......
......
B.
......
......
C.
......
......
......
......
E.
......
......
Almost always
Almost always
14
Actual
Desired
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
......
......
B.
......
......
C.
......
......
......
......
......
......
......
......
......
......
......
......
......
......
......
......
Questionnaire as a
Diagnostic Tool
Almost always
Strongly disagree
Almost never
C.
15
Organisational Analysis
Actual
Desired
A. Strongly agree
......
......
B.
Agree
......
......
C.
......
......
D. Disagree
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
A. Very much
......
......
B.
Much
......
......
C.
Some
......
......
D. Little
......
......
E.
......
......
A. Not at all
......
......
B.
......
......
C.
To a some extent
......
......
D. To a considerable extent
......
......
E.
......
......
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
......
......
B.
......
......
C.
......
......
......
......
E.
......
......
Strongly disagree
Almost always
Not at all
To a great extent
Almost never
16
Actual
Desired
A. Almost always
......
......
B.
Usually
......
......
C.
Sometimes
......
......
D. Rarely
......
......
E.
......
......
A. Very much
......
......
B.
Much
......
......
C.
Somewhat
......
......
D. Little
......
......
E.
......
......
A. Strongly disagree
......
......
B.
Disagree
......
......
C.
......
......
D. Agree
......
......
E.
......
......
A. Almost never
......
......
B.
Rarely
......
......
C.
Sometimes
......
......
D. Usually
......
......
E.
......
......
Questionnaire as a
Diagnostic Tool
Almost never
Not at all
Strongly agree
Almost always
17
Organisational Analysis
Appendix II
HRD CLIMATE SURVEY
Organisation ...................
Designation ...................
Date.............
Any organisation that would like to be dynamic and growth oriented has to pay
attention to the development of its human resources. People must be
continuously helped to acquire capabilities for effective performance of new
roles/functions/tasks that may arise in the process of organisational growth and
change in the environment. Thus HRD becomes crucial for organisational
dynamism and growth. In the recent past, mechanisms like performance
appraisal, counselling, OD, potential appraisal, job enrichment have been
introduced in various organisations. A minimal positive developmental climate is
essential for the success of these programmes. This survey is to find out the
extent to which such developmental climate exists in your organisation.
We propose to combine the responses received from several employees of your
organisational and prepare profiles of developmental climate for your organisation.
As these profiles may form the basis of your organisation taking further step
with regard to its HRD practices, we would appreciate your frank responses.
A number of statements are given below describing the HRD climate of an
organisation. Please give your assessment of the HRD climate in your
organisation by rating your organisation on each statement using the 5 point
scale. A rating of 5 indicates that the statement is almost always true with your
organisation; a rating of 4 indicates that the statement is mostly true; a rating of
3 indicates that the statement is sometimes true; a rating of 2 indicates that the
statement is rarely true about your organisation. Give your assessment by
encircling the appropriate number.
5 = Almost always true
2 = Rarely true
18
4 = Mostly true
1 = Not at all true
3 = Sometimes true
54321
54321
54321
54321
54321
54321
54321
54321
54321
Questionnaire as a
Diagnostic Tool
54321
54321
12. Seniors guide their juniors and prepare them for future
responsibilities/roles they are likely to take up.
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
54321
19
Organisational Analysis
54321
54321
54321
54321
54321
54321
54321
Source : Rao, T.V. and Pereira, D.F. (Eds). Recent Experiences in Human
Resource Development. New Delhi: Oxford & IBH, 1985.
20
Appendix III
Questionnaire as a
Diagnostic Tool
Senior
Management
Executive Directors
General Managers
20
DGM
40
Middle
Managers
80
Management
Asst. Managers
120
Junior
Executives
240
Management
Staff
60
Staff &
Workers
30
Workers
21
Organisational Analysis
- 25%
22
Questionnaire as a
Diagnostic Tool
5) The Scales: Most commonly used scales in the questionnaire are Likert
Scales. These have normally 5 or 7 multiple choice alternatives viz
Strongly agree,
(1)
Dont agree,
(4)
To a great extent,
(1)
Less than Average,
(4)
Very important,
(1)
Not Important
(4)
Highly Motivated
(1)
Generally motivated
(3)
Generally not motivated
(5)
Highly Demotivated
(7)
Agree,
(2)
Dont Agree at all
(5)
To moderate extent,
(2)
Not at all
(5)
Important
(2)
Totally Unimportant
(5)
Moderately Motivated
(2)
Non Committal
(4)
De motivated
(6)
No Comment,
(3)
or
Average
(3)
or
No Comments
(3)
or
23
Organisational Analysis
Moderate
by High
Generally
Motivated
De-motivated
Highly
motivated
Total
60 (90)
20 (30)
10 (15)
6 (9)
4 (6)
100 (150)
The report should not hurt the interest of organization & the
employees studies
ii) Report should be targeting the end users and be meaningful for them
and
24
Appendix IV
Questionnaire as a
Diagnostic Tool
= SA
Agree
= A
Slightly agree
= SLA
Uncertain / unsure = U
Slightly disagree
= SLD
Disagree
= D
Strongly disagree
= SD
SD
= A
Unsure = U
Disagree = D
A further variation could be where more close distinction is sought. For example
Agree
= A
= UA
= UD
Disagree
= D
UD
25
Organisational Analysis
- 5
Mostly
- 4
Generally
- 3
Sometimes - 2
Never
- 1
In the above example the scoring can be done for which let us look at the
ticks () given by the respondent against each question
The sample questionnaire has Extroversion on one extreme and Introversion
on the other extreme. The questions have to be rated according to the scale
constructed by the surveyor. If extroversion is given rating of 5 then the
ratings would appear as under:
Question No. Always
Mostly Generally
Sometimes
Never
1
1
3
3
26
Active
Passive
Productive
Unproductive
Carrying to
people issues
Non Carrying
to people issues
Motivating
culture
Demotivating
culture
Questionnaire as a
Diagnostic Tool
123456789
27
Organisational Analysis
28
Appendix V
Questionnaire as a
Diagnostic Tool
Organisational Analysis
30
39. The main control system is for work groups to evaluate their own
Performance through real-time information systems integrated
into daily Work.
Questionnaire as a
Diagnostic Tool
31
Organisational Analysis
32
1 Crisis
of
leadership
Phase 2
Growth
through
direction
2 Crisis
of
autonomy
Phase 3
Growth
through
delegation
3 Crisis
of
control
Phase 4
Growth
through
ordination
4 Crisis
of red
tape
Phase 5
Growth
through
collaboration
5 Crisis
of ?
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60