S-S Technology Analysis
Outline: Introduction: -
Background information about SS-Technology (Ouijdane) Body
I.Swot Analysis (Ouijdane) II- Re-defining Goals (Zineb) III-Structure of the organization (Kaoutar) IV-Management of the teams (Ouijdane) V-Compensation and Bonuses (Fadwa) VI- Physical problems and Partenring Program (Suad)
SS-Technology has offices throughout North America, Europe, Asia, and Australia. It provides the global financial services industry with a broad range of highly specialized software, software enabled-services and software as a service (SaaS) solutions for operational excellence. It delivers mission-critical processing for information management, analysis, trading, accounting, and reporting. Their clients manage, over $26 trillion in assets and choose SS&C as their preferred vendor for expertise.
: After we have reading the case study, we came out with a SWOT analysis that includes
Flat organization Compensation issue Physical space
Recession High demand of employees
As you notice, we considered the flat organization structure as a strength and weaknesses. We decided to keep the same organization structure but with some modifications that will be mentioned in the report later on.
Absence of unified clear goals and strategies
In our case study, there is a serious problem concerning the delivery of goals that the organization should achieve, since few employees are aware of SST's goals and strategies. Even within the top managers (Brock, Pritchard, Suttie, and Schwarz) significant differences existed regarding SST's goals and strategies. Therefore, it is crucial for SST to have a good mission statement since it helps the organization to prosper and grow, also it inspires employees and guide them in making decisions and provides a focus and direction for setting lower level objectives. Plus, it helps know why does the organization exist? Also it is very important for SST Company to have clear goals for many reasons: It facilitates planning process, guideline and direction, helps employees stay focused in getting what the organization wants to achieve, promote evaluation and control, and inspire motivation and commitment. Here we can say that the mission and goals of the organization wasnâ€™t clearly stated which resulted in ambiguity. The owner has a goal but he couldn't communicate well with his employees who ended up not really knowing goals of the corporation. That's why the consultant should find a way in order to clearly state goals, mission, vision, policies, and strategies of the organization to employees (that should be fully aware and understanding the goal of the company and the direction where it is going). Getting together to work through this process will help to build a coherent team and improve
communication. It will enable to communicate more effectively with current and potential funders, and with employees. -
Brock should expose his goals to the managers and asks for their suggestions. All have to agree on a specific mission in order to convey it to employees.
It would be a good idea if the organization publishes employee's hand books in which the vision, mission, goals, strategies, plans, directions, policiesperformance, responsibilities, and roles of each department are clearly stated.
In the handbook policies should be stated for instance:
o The reporting line of ISG and PG are the mediator one and two accordingly, employees must report to them all tasks that they are performing and they should consult them before taking any decision o Appropriate dressing, mutual respect, working hours, holidays and leaves. o Encourage people to interact outside the work environment (dinner or sport events) o Avoid creating hierarchy o Reduce Turnover rate o Improve employee satisfaction The handbook could be designed online which will be cost saving in terms of paper and ink.
Managers should conduct an orientation(seminar/ workshop) designed specifically to explain each issue provided in the handbook and make sure that employees fully understand the mission and the strategies they follow so they can achieve successfully this mission. After this orientation, managers can conduct or design focus groups.
Same design as the previous one but we will be conducting it only on one group (control group) and the other group will not be participating ( no handbook no training and no orientation)
Qualitative data collection in which they try to understand employee's needs, interests, and understanding of the company direction now and in the future.
Show how goals of the company are tied to the employee's interests which may affect their motivation to perform tasks. (Bound the interest of the employees with the interest of the company). It could be interesting if the managers educate employees about the connection between their efforts company success and their goals. Also, refer to Maslow's Hierarchy as a tool for helping managers identify employee needs
Regarding the time needed to implement the design, the orientation or the workshop should not be distracting employees, and so it would be done after the working time (2 hours, and twice only)
Ensuring that the employee is aware of what the company is expecting him or her to perform. Measuring Employee's progress toward the goal by observing the results on the control group.
Structure of the organization Team Management: Since the company is team-based, it is must to improve the team management issue to ensure better outcomes for the company in general, and for the employees specifically. Team work can be a very productive way to share knowledge, learn, and succeed if we managed it the right way. So in order to have an effective team there should some guidelines, and setting in order to be effective such as: Clear goals, unified commitment, good communication, mutual trust, effective leadership, negotiating skills, and relevant skills. In our case study the team work management suffers from various problems such as: no clear goals, lack of communication, no clear tasks for each team member, and the absence of leadership which leave a ciaos within the team As a solution for these various problems, we propose first to have a job rotation because it is about setting employees at the right place where they can deliver the maximum and positive outcome. Job rotation will help the employees identify their knowledge, skills, and attitudes which will help the team manager to help the other team members to improve for much better results. Job rotation will help align competencies with requirements to direct the resources when and where they are required. When the job is rotated, the employees can better explore their interests because sometimes they are not aware of their capacities until they are exposed to different tasks. Moreover, since the teamwork within the company suffers from the absence of leadership, we propose to train one of Hi Po that will be chosen, since we don’t have enough budget, and he can deliver what he have leaned with his team. In addition,the kind of training that we have decided to implement is ‘on the-job
training’ which will allow the employee to get the training while performing his actual job. . On-the-job training typically includes verbal and written instruction, demonstration and observation, and hands-on practice and imitation. In addition, the on-the-job training process involves one employee—usually a supervisor or an experienced employee—passing knowledge and skills on to a novice employee. In order to have a productive training, each Hi-Po in each team will gather in a meeting, In order for each one of them to come out with the best strategy for their teams because each of them will be dealing with different employees, but the trainings should complete each other to come out with the best outcomes. Finally, concerning the issue of who the team leaders should report, we decided to choose Vivienne Ojala because she is good project manager, and she have the ability to build confidence with customer which gives her a good idea about what customer prefer so she can report to the employees so they can make the necessary modification to satisfy the customer; therefore, we think it is a must to report to Vivienne Ojala and because she left and came back she must have a meeting with the employees so she can explain to them her role and how she can help them in their project, and build confidence with the employee for better outcomes. To insure a good satisfaction of the employees in their team, they have to choose their leader in order to feel relaxed while working, which will add more motivation, and better outcomes.
COMPENSATION ISSUE: S-S technologies suffer from compensations an issue that arises from interviews. No policies regarding bonus or merit pay and both Brock and Pritchard are wondering what are those policies that should be adopted and how should it be develop. SST was a part of Sutherland-Schultz , after the recession it couldn’t afford anymore to pay bonuses . Now that SST stands on its own and to end the uncertainty and disappointment caused by a random system, there is an opportunity to tie bonuses directly to the company’s performance Through the bonus system, they want to achieve the following goals
To develop a cooperative, team spirit To not reward weak performance To foster cooperation between TSG and PG and limit interpersonal competition To provide extra reward for unique contribution.
How to Structure a Bonus Plan for S-S technologies? Before you promise anything, determine your financial obligations, then base the bonus on profit or revenue. You could also tie the bonus to a financial goal, such as achieving a certain level of revenue, or a non-financial goal, such as attracting a set number of clients.
Individual’s compensation The individual’s compensation must be based on criteria that can be measurable, allowing the employer to give fair compensation for each individual: The employer can compensate their employers depending on PERFORMANCE, where the employee can use the MERIT PAY as a mean reward for more productive employees for their increased contributions to the organization, but also with an eye to retain the best employees in a company. This process can be shaped depending on profiles. In fact, Merit pay helps an employer differentiate between the performances of high and low performing employees and reward the performance of the higher performers. However we looked for some drawbacks of merit pay, from the employer's standpoint, is that it can quickly become expensive. However the company can set guidelines on the number of employees that will receive the top rating. The compensation can also be based on new learned skills; in fact, an employee after training is transferring new skills into his job. So with this adding value the employee can be compensating on that. Also the EXPERIENCE, where a 20 years’ employee experience must be compensate differently (especially if we are talking about HIGH POTENTIAL employees in leading positions) compared to a newly graduate employee. In addition, inexperienced candidate perform their job with addition training in parallel which is time consuming and more money put in to it while experienced one are performing their job without any f theses. Also as other criteria we can state the SENORITY, because compensations differ from senior employees than fresher. Because of their seniority and because of their years of experiences in the same company, they are valued with large compensation in other to fit into key positions for succession planning. Another criterion that must be taken into consideration is POTENTIAL, and this compensation is especially for young employees, where they are rewarded for their potential.
For the team : It is very difficult to compensate each individual in a team, so the compensation will be Performance oriented on an equally basis. However each individual in a team will be compensate differently depending on his profile, Position and Potential. For example if Peter Roeser Ian Suttie Colleen Richmond.
Then they will be compensate depending on their achievements as a group and their performance (equally compensate). However, If Peter has a higher position and a higher profile with a higher potential he will be rewarded on that too. Different profiles mean different compensations. For the performance based compensation the team would be compensated according to their rate of performance. Which team performed the best? Which team performed the worst? Accordingly, the compensation will be attributed depending on well they performed. The company can also implement another compensation plan that is directly tied to rewardâ€™s preferences (For either individual or teams) by designing a customized internal platform. Each individual in the company can go and access to this designed page online where they can choose from the reward he or she could like to get. This platform is categorizing the status of each person; the value of rewards is automatically linked with the status. If their status is LOW in the company: Then they will be having rewards according to their status for example -
Tickets to restaurants A monetary compensation: 150-300 dollars Christmas Bonus ( a free Christmas tree ) Ticket to concerts 10 session Spa & Massage
If their status is in THE MIDDLE: Monetary compensation: 400-800 dollars A stay in a 4 star hotel A free membership in a Sport& Spa center. If their status is HIGH: Monetary compensation: 1000-2000 dollars A week destination in a 5 star Hotel with family An access VIP to a festival Physical Space
Need Assessment: As it is stated in the case, the company is facing a small physical space that creates uncomfortable sphere to work in. What makes this issue more serious is that the company is expecting to have addition employees soon. Designing: To address this issue, two simple but effective solutions can be raised, the first one is to go for virtual offices and the second one is to develop the flexible work schedule. Talking about the first solution, the manager can choose one department whose employees will be sent to work at home using the internet. There is also a possibility that the manager sets days per week to meet with those employees within the company; in fact, going for such step can help in resolving the small space in the company at the same time increase the life-work balance that will contribute to motivate the employees and increase their satisfaction. Some would argue to go for such change gradually and not radically, and that also makes sense, and based on such argument manager can introduces some elements of the virtual office to the real work done in the company till employees all feel they are doing well with such system. When they reach to the point where they show self-efficacy with dealing with different software "basic software that build up the virtual office" for example, using the customer data base to track the customers and smoothly communicate with them, then the manager can move to the real application of virtual office in which employees can master their work and master the new technique they will be working with easily. Using the virtual office can result in a great number of advantages that end up in having successful employees and powerful company. By using the virtual offices, the company can save a huge amount of money that can be invested in development programs or can get to the company saving coasts. Changing the work to be more flexible is one of the virtual office advantages also, the employee in this case is having control over the time he or she prefers to work and by so the quality of the work itself can be positively influenced, employees would be working at home,
saving traveling coasts, and balancing their family and work life. However, the manager should be aware of the drawback regarding the same technology and try to avoid them, one simple example of the virtual office disadvantages is that both employees and the company can be isolated for sometimes especially with the employee who will be sometimes missing an important news about what is happening in the company or new job vacancy offered within the company. The second solution to deal with the physical space the company suffers from is to develop the flexible working schedule that will help to provide free space in a way that the space itself will be operated either for twenty four hours or by different time slot. The employees will be compromising their working days in a way that will ensure that their productivity would be the same if not increased and their motivation toward work increase since they will be controlling when and where to perform the task they are asked to do. In fact, the company is already conducting such technique but the point is that the working schedule is to be changed and be considered to be helping both the employees and the company space. Implementation To apply the first solution suggested above, the manager should as explained above introduce the virtual office aspect to the company and that is to go for gradual change that guarantees the effectiveness of the change rather than going for radical change in on time that might face lot of problems within the employees. So, the first step can include a new system within the company in which all employees will be sending their work reports electronically to the mail system software instead of face to face interaction. After a while od applying such design, another system will be introduced and suggested to be used instead of the previous or the traditional way employees used to perform their work and so. At the end of those new additions, it will be obvious that there is a great number of employees who will be mastering those new systems and are satisfied to work with which will be an indicator to go for fullchange work system, here is the point where the manager will be choosing a department whose employees will be fully working by the virtual office system. Furthermore, the application of the second suggestion (Flexible working schedule) won't really take long time because the company already is conducting it but they will need to develop it more to address up the issue it faces. Simply the schedule will be
presenting the different time slots employees in each department will start and end their work as well as providing the shifts that will be either during the weekend or during the week at night. Hence, virtual office and flexible working schedule are two methods to deal with space issue in the company; they both also can play a great role in motivating and enhancing employee's working and family life. Evaluation Despite the method selected to be applied, the manager can evaluate the method effectiveness by relying on specific variables or indicators. Employee's motivation should be fostered since he or she now is having more control over the working time and place. Another variable would be focused on is productivity, making sure that changing the time or the place of the employees won't affect negatively on the productivity weather if it is quality or quantity based. Partnering program Another serious problem facing the company is the partnership or retaining the high potential employees within the company. The case clearly states that the high potential employees in the company are leaving the company frequently for other counter offers, those who exist are not feeling that they are empowered enough or not having strong commitment to the company. Design To retain the potential employees, it is very important to well understand the reasons they are not happy or satisfied with working with the company, it could one simple aspect that is causing all those negative reactions. So, the first suggestion to address up this issue is to look for related factors that led those employees to be like that, conducting exit interviews for those leaving the company can be helpful in a way that will reveal the truth (employees honesty won't affect anything he or she is leaving the company anyway). In fact, those interviews are direct and they locate to the major reasons that forced the HiPo employee to leave the company, it could be the culture of the company that is not matching the employee's personality, the management style,
the work responsibilities and tasks which are not matching employee's expectations, etc. The second suggestion to go for is to provide gains haring program especially targeting those employees, this option will be accomplishing success and effectiveness since the company structure is now a team based design which ensure that this program is linked to the structure. Gain sharing program will be helping those employees to foster their commitment, belongingness, and motivation; those employees will be participating in this program by deciding on developing an area or aspect within the company (with management approval) and implement their knowledge and skills to this program. Simple examples can be developing or designing a new attendance system, providing new variables to be taken into consideration while appraising employees, and so. If the program those employees participated in succeeded, then they will be sharing its revenues with the company, yet if it did not work as expected then their contract with the company will be renewed. Getting in those programs let the employees feel that they are participating in major changes in the company in addition to the saving coast they can have. In some cases, high potential employees are more focusing into nonmonetary benefits, but more into recognition that referring to the Maslow hierarchy of needs enhance their self-esteem. Tis again related to the first point mentioned above about looking for the reasons why those employees are not feeling energized, usually titles let's say are motivating those employees and let them psychologically feeling better.