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Situational Analysis Concept

Question:

Discuss about the Business Process in Construction Company.

For the purpose of identifying the root causes of the failure in Latino Engineering, the company will need situational analysis concept (Lee et al., 2007). The main objective of implementing the situational analysis concept is to analyze the problems in the focus area of the projects running in the organization. The concert will help in analyzing the root causes of the issues, it will also help in identifying the root causes of the problems and developing the solutions for the mitigation of the issues (Lee et al., 2007). Situational analysis is mainly conducted by using the data like the statistical data and survey research. The main elements of the situational analysis comprise of data analysis factors (Lee et al., 2007).

  • Observation of the elements: With the help of observation technique, we will be able to examine the participants and their acts
  • Structured Interviews: The questions for the interview will be structured in advance and the other new questions will be addressed during the discussion time from the answers of participants (Krishna, 2006).
  • Focus group: A group ten to 15 people can be structured who will be allowed to discuss the issues and come down to one solution through consensus. The group will be managed by the moderator who will talk freely with the participants. The purpose of such technique is to gain an in-depth analysis of the issues (Krishna, 2006).
  • Visual Techniques: techniques like community mapping and group ranking can be used in this concept. This concept will help in determining the priority list and the norms.
  • Work Shops: Workshops can be arranged with the local people and outsiders for the discussion of the issues being faced by Latino engineering Company (Gravon, 2009).

Any of the above-discussed techniques can be utilized for the situational analysis implementation. The concept will help in understanding the exact situation of the company (Gravon, 2009). This analysis requires to be carried out with the full participation of the beneficiaries of the project and the stakeholders. The analysis is very important and essential part of the project as it shows the logical links regarding the determined issues and the causes (Gravon, 2009).

Analysis of the problem: After examining the situation in the complete sense, the information will be interpreted in the best possible way for the purpose of making clear the reasons and consequences of the issues and thereby linking them into relationships (srmuniv, 2012).

One of the important ways is to think in respect of the logical steps for the determination of the causes of the issues which help in answering the question in the term of “why” (Aized, 2002). A team will be required to be deployed to ensure proper identification of the underlying causes (Aized, 2002). It is expected that there will be number of underlying causes for the problems under consideration (Aized, 2002). When the point will reach where there will be no answers to the issues, then it will mean that many of the underlying issues and the root causes have been illustrated and it is now high time to start with the designing of the projects (Grantesd, 2011).

Tree Diagram: For the main motive of visualizing the issues, various types of techniques like the tree diagram and the fishbone diagram can be utilized (Grantesd, 2011). The diagram of problem tree will be useful for the company as it shows the flow of the main layer cause through the various casual layers towards the issues itself and towards the consequences of the respective issues. The problems will be understood in respect to the layers and the project managers will become clear about the measures that has to be taken for bringing positive changes (Grantesd, 2011).

Analysis of the Problem

Below is the plan for uplifting the conditions of the company in the market

  • Defective equipment of the engineering: the outcome of the improper maintenance and improper testing procedures of the company results in serious issues in the defective engineering equipment. The issues may arise because of the negligence of the engineers who are mainly working in the section of maintenance. The engineers of the department are required to look seriously in respect of the quality matters. The staff requires being clearly supervised in a strict and regular manner. Training of the employees is required to be arranged in a proper way. As most of the employees are working since a long time in the organization. So it can be said that the experience factor is not lacking anywhere. The rules and regulations implemented in the company need to be re-evaluated and launched with proper strictness. The supervisors are required to boost the morale of the employees so that they get more attached to the company (Grantesd, 2011).
  • Eternal Stakeholders: The external stakeholders are the main critical elements of the organization. In the above case, because of the retirement of the owner of the company and the stakeholders have suffered because they were all attached to the company as the work policies of Dominic were genuine and standardized. The lack of trust in the external stakeholders and internal ones is creating big issues. For resolving such issues, the investment groups are required to meet at regular intervals with the stakeholders o explain the situations and proceedings of the company regarding the better quality (Grantesd, 2011).
  • Poor Deigning and development: The feedbacks of the stakeholders are very important. Regular follow-ups of the stakeholders are very necessary for the proper running of the business. The cause of such kind of discrepancies may be the lack of the effective team and less number of employees who are required. Proper follow-ups at regular intervals are needed in the service sectors as they help in building customer trust and loyalty. The company aims to work with customers and is willing to provide them with the best of the products/services at competitive price. The hiring of the employees for the department and regular sessions of training are required to be organized immediately. Even the older employees are required to be offered some training regarding the new tools and techniques in the market (linkedin, 2017).
  • Longer turnaround time for the resolution of the issues: This issue is rising because of varieties of issues like the slow or improper designs, slow services of the system, inadequate management at the hierarchical level, lack of skill and trained staff. The issues related to the computer system can be easily rectified by regular maintenance of the systems and the proper management by the engineers for resolving the problem before reaching the customers. Appropriate hiring and recruitment process is required to be followed for the resolution of the lack of skilled workers issues.
  • Nonresponsive teams: The team of customer services is the main part of the service sector industry. The non-responsiveness might be arising because of the insufficient number of the executive or lack of morale of the employees because of the changes in the ownerships.
  • The Same workforce was working under Dominic and used to give better results. The reason for the degraded performances may be the clash of culture between the working environments generated by the two different ownerships. As the company decides to continue with the old employees, the morale of the company needs to be continuously boosted up. The same employees used to give effective results under the ownership of Dominic, so the same results are to be taken out even now (Wheeler, 2014). The human resource management in the company and the working culture seems to be quite better during first ownership. The culture of the work in the company needs to be more innovative and the worker should be offered more empowerment. The department of human resource needs to take matter seriously and as soon as possible regarding the insufficient hiring (Wheeler, 2014).
  • Wrong equipment use: Effective packaging comprises of pickers reaching the right bins, determining the parcels with the correct numbers of the tickets, picking it up on time and sending it to a designated location. The cause of the issues and differences related to the issues might have risen because of the lack of responsibilities in the picks or maybe because of the inappropriate training offered to the employees in the warehouses. Training procedures needs to be accurately supervised and should be conducted on effective time (Wheeler, 2014).

After the complete assessment of the company, Latino Engineering organization will be needed to act on the specified areas for the purpose of improvement (Yoon, 2003). The plan of continuous improvement will be offering structured plan for the company (Ball & Maleyeff, 2003)

  • Analysis will be done in respect of the areas of improvement
  • Outlining of the varied actions and the tasks which are essential (Miers, 2003)
  • Allocation of the various responsibilities (Emiliant, 1998)
  • Prioritizing the varied cats of improvement (Smith & Fingar., 2002)
  • Illustration and establishment of the frames of time for the completion of the task (Sinur & Bell., 2003)
  • Controlling and monitoring of the effectiveness of the improvement tasks (Chang, 2005)

The plan for continuous improvement is mainly related to the process management (Rother & Shook, 1999). The plan for continuous improvement will mainly make the behaviors of the team member more uniform (Moore, 1999). Without the focus and the alignment of the achievements of the goal, the acts can mainly contradict with each other and can also damage the effectiveness and efficiencies of the members (Womack & Jones, 1996).

The company has a culture of focusing on the designing of the products which they offer (Khan, 2004). In such kind of culture, people are mainly tilted to empathizing the problems that are quite tangible and measurable (Krishna, 2004). As the organization is not following the continuous improvement plans so they all will be required to follow the steps, which have been described below (Ball & Maleyeff, 2003):

  • Goals: There are needs for entering in the SMART concept and the development values (Harmon, 2003)
  • Strategy: The company is needed to offer the strong level of leadership to guide the projects with the plan of continuous improvement (Ball & Maleyeff, 2003)
  • Steps of Action: The stakeholders of the company are needed to ensure that company needs to have equitable and supportive environment (Verma, 2009)

The organization is required to implement the lean management technique for the effectiveness of the process of the company. For the effectiveness and improvement of the processes, the company is needed to implement a new management process in the company. Such procedures will help in increasing the services with the help of structured approaches towards the improvement in the performances (Jeston & Nelis, 2010). As the mapping of the value stream is quite an effective methodology for the illustration of the rules and the procedures of the business there is a need for the adoption of the new techniques and tools for the processing of the business managing for the reduction in the wastages and the increments in the values (Snabe et al., 2008).

Commitment from management: It is very important that the senior management should show some commitment level towards the employees so that they feel informed and connected with the company

  1. Focus on Customer: Customer is the main source of revenue for the revenue and failure in satisfying the needs of the customer can affect the business
  2. Supplier quality: Suppliers are the main source of the resources and any kind of discrepancies in the supplier management can lead to bad quality
  3. Employee empowerment: It is important to involve in decision making so that they can support the decisions of seniors and can also offer their ideas for improvement

The procedures of the company have been in the process of designing the tools which comprise of the establishment of the budgets. The main values of the process are to reduce the wastages in the budgets and the achieving the goals of the enhancing value of the money (Ball & Maleyeff, 2003)

Tree Diagram

The stream of value requires being used as the main tool which will encompass the activities and the structures of the project as the base of the analysis of the future flows. The process will involve the receipts of the designs and the estimations of the budget (Deming, 2008). The figure below describes the typical processing of the business of the company for the control of the budgets.

The procedures need to be carried forward by the filed officers. In many of the cases, it gets very cumbersome to design the tools because there is lack of time and training. When such conditions occur a lot of discrepancies like the waste, incorrect data management and task overlap occur. The issues can be managed by the implementation of the function of business processing. Some important functions associated with the process are:

  • Task overlapping: this issue will be resolved with the help of automation of the task
  • Inaccurate data for orders: this issue will be resolved with the help of automation of the task
  • Delay in the decision-making process: this issue will be resolved with the help of management of performances
  • Obscurement of the flow: this issue will be resolved with the help of management of process
  • Unnecessary activities: this issue will be resolved with the help of management of process and automation of the task

After the decrease in the waste elements, the managers of the department of the designing will be required to manage the wastes that might occur in the future times. The management process of the business will be needed to offer support towards the participation of the processes with the help of information and people. The charts below show the systematized value creation form the plan of improvement. 

Particulars

Received

Started

Key Indicators

Day of schedule

Ending day

Status

Person responsible

Department Responsible

Receiving of the  specifications

7/10/2017

7/10/2017

5 months

-

-

Not yet started

Project Manager

Project management

Filling the budget which is estimated

7/10/2017

7/10/2017

4 months

-

-

Not yet started

Project Manager

Project management

Receiving the budget estimation

7/10/2017

7/10/2017

5 months

-

-

Not yet started

Project Manager

Project management

Estimation of the control

7/10/2017

7/10/2017

4 months

-

-

Not yet started

Project Manager

Project management

Confirming the plan  of work

-

-

Not yet started

Project Manager

Project management

Fulfillment of the estimations

-

-

Not yet started

Project Manager

Project management

Conclusion

In this research study, we have described the need for adaptation of the continuous improvement plan for the organization as the organization is facing various types of issues. The plan for improvement is associated with the new technologies for making the process of improvement continuous in nature.

References

Aized, T., 2002. Total Quality Management And Six Sigma. InTech.

Ball, D.R. & Maleyeff, J., 2003. Lean Management of Environmental Consulting. Journal of Management in Engineering.

Chang, J.I., 2005. "Business Process Management systems.". Taylor & Francis,.

Deming, W.E., 2008. Quality Control And Continuous Improvement. Prenhall.

Emiliant, M.L., 1998. “Lean behaviours.”. Manage. Desion.

Grantesd, 2011. Continuos Improvement Plan. Grantesd.

Gravon, R., 2009. Continuous Improvement Plan. Randy Gravon.

Harmon, P., 2003. Business Process Change: A Manager's Guide to Improving, Redesigning, and Automating Processes. Morgan Kaufmann.

Jeston, J. & Nelis, J., 2010. Business Process Management. Routledge.

Khan, R.N., 2004. Business Process Management: A Practical Guide. Meghan-Kiffer Press.

Krishna, S.J., 2004. Business Process Management: Concepts and Cases. ICFAI University Press.

Krishna, S.J., 2006. Business Activity Monitoring: An Introduction. ICFAI University Press.

Lee, D.H., Song, Y.W. & Choi, Y.K., 2007. Continuous Improvement Plan Of Business Process In Construction Company. IGLC.

linkedin, 2017. 5 Reasons Why The Follow-Up Call Is So Important. [Online] Available at: https://www.linkedin.com/pulse/5-reasons-why-follow-up-call-so-important-ryan-morwood.

Miers, D., 2003. "Best Practice BPM." Workflow systems.

Moore, S., 1999. "Lean operations are future of processing for Asian companies." Mod. Plast.

Rother, M. & Shook, J., 1999. "Learning to see.". Bookline, Massachusetts.

Sinur, J. & Bell., T., 2003. "A BPM Ta xonomy: Creating Clarity in a ConfusingMarket." Gartner.

Smith, H. & Fingar., P., 2002. "Business Process Management: The third wave.". Meghan Kiffer, Tampa, USA.

Snabe, J.H., Rosenberg, A., Møller, C. & Scavillo, M., 2008. Business process management: the SAP roadmap. Galileo Press.

srmuniv, 2012. Total Quality Management. [Online] Available at: https://www.srmuniv.ac.in/sites/default/files/downloads/TQM_Intro.pdf.

Verma, N., 2009. Business Process Management: Profiting from Process. Global India Publications.

Wheeler, C., 2014. Picking Error Problems - Suggestions and Solutions. [Online] Available at: https://www.newcastlesys.com/bid/349401/picking-error-problems-suggestions-and-solutions.

Womack, J.P.. & Jones, D.T., 1996. "Lean thinking.". New York: Simon and Schuster.

Yoon, Y.S., 2003. “Service 6 sigma 101.”. Nemo Books.

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