PUNITH RAJ KN CITY ENGINEERING COLLEGE

Change Management
Module 1

Change Personal change Organizational roles

PUNITH RAJ KN CITY ENGINEERING COLLEGE

There is nothing permanent except change Heraclitus CHANGE

Change is concerned with making things different. Change intervention is a planned action to make things different. The persons or persons who act as catalysts and assume the responsibility for managing the change process is the change agent. Change as no beginning and no end. It is a continuous process. This does not mean that everything needs change all the time. From birth to death change is our constant companion. Mankind noticed the ever presence of change centuries ago. From the changes we ourselves initiate to those we dont have anything to do with, to changes that occur without a moments notice, change is perpetual, natural and frequently a sign of life. Change can also leave us feeling lost, out of control, any uptight. However, once we consider change in depth we can view it with more understanding, and make it work for us in a positive manner.

Why Change?
Understanding the why makes it better at doing the how. Change management is not a matter of simply following steps. Since no two changes are exactly alike, following a recipe for change management is not enough. The right approach will be situation specific. If we do not understand the why, changes can fail even when standard processed are followed. Change Management has also to be seen in the light of the discussion on Knowledge Management, which took several turns during the nineties. When establishment of an internet was
2

PUNITH RAJ KN CITY ENGINEERING COLLEGE

suddenly feasible to any large organization, IT and management scientists declared the beginning of the Knowledge Society.

In essence, change takes place on three levels: The self, the team or the (small) organization and the wider system that surrounds the team of the small organization or the organizational unit depending how the borders are defined are defined. In a process, change needs to be facilitated on three levels to become sustainable.

Personal Change:
Personal Change can be defined as means of improvement in an individual life. How ever Personal Change might need some help in finding out how to change. The aim of personal change involves tapping the unlimited potential available in the individual. There is the do it yourself Personal Change, and there are things for which we need help. A great many avenues and techniques are available for Personal Change.

Understanding Personal Change

Personal Change is a process of movement of an individual from current undesirable level to a desirable level of behavior to improve the organizational in individual effectiveness and efficiency. The aim of personal change is to tap the unlimited potential available in an individual. Personal Change is possible by oneself or be seeking the help of professionals or well wishers. It can be well understood by the following model. By Oneself Individuals current undesirable behaviour
Identified

Personal By Change assistance of 3 others

Personal Development (Change to desired behaviour)

PUNITH RAJ KN CITY ENGINEERING COLLEGE

& desirable change

Personal Change Process

Step 1: Personal Change starts with discovery, which involves finding out more about yourself; how you do things, how you have been limiting your options. Discovery involves willingness to learn. Learning might be unexpected and surprising. Step 2: Once the discovery phase is over the clearing phase starts which involves the process of realizing the wrong answers which have become a part of us. These wrong answers are returned to the time, place and context where they belong. For ex: the problem with getting angry inappropriately. The process of discovery helps realize that the anger really belonged with a specific incident 30 years ago. That would allow clearing undesirable responses now. Clearing is a key element in Personal change. Step 3: Clearing then leads to programming which is establishing useful ways of how to do things. That might involve the discovery of how things are being done and the creation of more powerful new methods. Once the programming phase is over the phase of processing starts.

Components of Personal change:

Components of personal change include: 1. Self Analysis 2. Self Esteem and 3. Self Efficacy
4

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Personal change begins with analyzing oneself, when an individual understands himself of herself the change process becomes easier and comfortable.
1.

Self analysis has to do with a personal SWOT analysis, analyzing ones strengths, weaknesses as well as opportunities and threats in the environment. Self analysis is an independent methodical attempt to study and comprehend one's own personality, emotions, and behavior Self analysis helps a person in understanding: Whether or not one has a suitable aptitude for a given job.

Whether or not one is capable of handling the various roles and responsibilities one has accepted.

What motivates and what drains ones energy.

Whether one brings out the best in others or the worst in others.

Ones stress tolerance potential. Whether one is doing the work that is meaningful to himself/herself, others around him/her, his/her organization and community An important aspect of self-analysis is to examine whether one has meaningful relationships with others and to move away from relationships that are not fulfilling. A good place to start self analysis is to take a blank sheet of paper, find a quiet place and consider carefully.

Ones current and previous course & voluntary work

jobs, including any

Ones interests outside work and extracurricular activities

5

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Ones course and Any other significant experiences, in life

Ask oneself:
Why did I choose this course, job, experience? Which parts of this experience did I really enjoy? Which parts did I find frustrating or boring Which bits was I best at? Which bit did I find struggle? What have other people said about my contribution in this job, course, and experience? What do others consider I am good at? (Ask them) Once the concept of self-analysis is understood it leads us to the second step of becoming self aware.

2.

Self Awareness is the stepping stone in Personal Change after self analysis. is wisdom, knowing yourself is

Knowing others Enlightenment.

Tao Tzu The ability to know and understand one's self can be called as Self Awareness
6

PUNITH RAJ KN CITY ENGINEERING COLLEGE

It is important to answer the question Who is a self aware person? A self aware person is one who:

Is aware of ones strength and limitations. One knows what he can do well and what he is not good at.

Has a clear idea of ones priorities: One knows what is important for him and does not waste his time going after things he doesnt believe in.

Is aware of ones attitude, values and beliefs: One knows that difference in attitudes, values and beliefs are the primary causes of conflicts.

Knows how ones behavior is affecting others: Know how it is impacting others. Know how others are affecting oneself. Is aware of ones feelings and emotions and how they affect oneself ant others: One has adequate control over his emotions and is capable of expressing them appropriately-that is without damaging others. One is aware of his fears and anxieties and the defenses he usually employs to protect this sanity. One has relatively stable and strong self image and is not unduly perturbed by what others say about oneself. Self-awareness can be defined as the ability to perceive ones own existence, including ones own traits, feelings and behaviours. Self awareness is important to the development of an individual, because without it one is inclined to repeat the same old mistakes one made last week/month/year.

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Self-awareness and self analysis are essential for individual effectiveness and Personal Change. Although success of an individual is contingent upon a variety of factors, the most important factor is of course, the individual himself, in most of the situations. Therefore, individuals can enhance their effectiveness by knowing, managing and developing themselves. These facets are not different, rather they are closely related. Awareness is the foundation for personal change. Once an individual is aware of himself, once can better manage ones behavior and function effectively. However, managing oneself is not enough, an individual will have to grow and develop constantly.

Personal development through self awareness

Self awareness helps managers identify gaps in their management skills. Which promotes skill development also helps manager find situations in which they will be most effective, assists with intuitive decision making, and aids stress management and motivation of oneself and others.

Skill Development Knowing your strengths and weaknesses

Developing intuitive decision-making skills Avoid stress Motivation Leadership

3. Self Esteem In psychology, Self esteem or Self worth is defined as a persons self image at an emotional level: circumventing reason and logic. The term differs from ego is that the ego is a more artificial aspect:
8

PUNITH RAJ KN CITY ENGINEERING COLLEGE

one can remain highly egotistical, while underneath have very low self-esteem. Hellriegel, Slocum and Woodman in their book Organisational Behaviour define Self-Esteem as the result of an individuals continuing evaluation of himself or herself. In other words, a person develops, holds and sometimes modifies ones opinion of ones own behaviours, abilities, appearance and worth. These general assessments reflect responses to people and situations, success and failure, and the opinions of the others. Factors determining Ones Self esteem:

A persons Self-esteem develops and evolves throughout ones lives as we build an image of oneself through ones experiences with different people activities. Experiences during ones childhood play a particularly large role in the shaping of ones basic self esteem. When we are growing up, ones success (and failures) and how we are treated by the members of ones immediate family, by ones teacher, coaches, religious authorities, and by ones peers, all contributed to the creation of ones basic self esteem.

Nature of Low Self-Esteemed Person and Healthy Self Esteemed Person: People with low self-esteem often rely on how they are doing in the present to determine how they feel about themselves. They need positive external experiences to counteract the negative feelings and thoughts that constantly plague them. Even then, the good feeling (from a good grade, etc.) can be temporary. People with healthy self-esteem are able to assess oneself accurately (know oneself) and still able to accept and to value oneself unconditionally. This means being able to realistically
9

PUNITH RAJ KN CITY ENGINEERING COLLEGE

acknowledge ones strengths and limitations (which is part of being human) and at the same time accepting oneself as worthy and worthwhile without conditions or reservations.

Causes for Healthy Self Esteem and low Self esteem The origins of Self Esteem can be traced back to ones childhood, from where it develops and plays a part in adult life. Childhood experiences that include being praised, being listened to, being spoken to respectfully, getting attention and hugs, experiencing success in sports or school and having trustworthy friends lead to healthy self-esteem. Childhood experiences that include being yelled at, or beaten, being ignored, ridiculed or teased, being expected to be perfect all the time, experiencing failures is sports or school and being harshly criticized lead to low self-esteem. Consequences of Low Self Esteem: Low self-esteem can have devasting consequences. It can create anxiety, stress, loneliness and increased likelihood for depression. It can cause problems with friendships and relationships It can seriously impair academic and job performance It can lead to underachievement vulnerability to drug and alcohol abuse Measure to overcome Low Self-Esteem: Step 1: Rebut the Inner Critic: The first important step in improving self-esteem is to begin to challenge the negative messages of the critical inner voice. Typically as a student says; and increased

10

PUNITH RAJ KN CITY ENGINEERING COLLEGE

I failed the class test. I dont understand anything in class. I am such an idiot. Who am I fooling? I shouldnt be taking this course. Im stupid and I dont belong in college. One needs to rebut the critic by saying: I did poorly on this one test, but Ive done O.K. on all the assignments. There are some things here that I dont understand as well as I thought I did, but I can do the material- Ive done fine in other classes that were jest as tough. Step 2: Practice Self-Nurturing: Rebutting ones critical inner voice is an important first step, but it is not enough. Since ones self-esteem is in part due to how others treated us in the past, the second step to healthier self esteem is to begin treat oneself as a worthwhile person. There are several components to self nurturing: Practice Basic Self-Care: Get enough sleep, eat in a healthy fashion, get regular exercise, practice good hygiene, and so forth. Plan fun and relaxing things for yourself Reward yourself for your accomplishments Forgive yourself when you dont do all youd hoped Self-Nurture even when you dont feel you deserve it. Step3: Get help from others Getting help from others is often the most important step one can take to improve his or her self esteem, but it can also be the most difficult. Here are some ways to get help from others: Ask for support from friends Get help from Teachers and other helpers
11

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Talk to therapist or counselor

4.

Self Efficacy :

Self-efficacy is the belief that one has the capabilities to execute the courses of actions required to manage prospective situations. In managing personal change self efficacy is a major determinant for success. Employees with higher levels of efficacy can overcome obstacles and challenges that are an inevitable part of any change effort. Change leaders can shape their employees self-efficacy by setting them challenging goals and them helping then to achieve those goals.

Types of self efficacy :

One can have self-efficacy beliefs about any human endeavor. Three commonly studied types of self-efficacy beliefs are
Self-Regulatory

Self-Efficacy: ability to resist peer pressure, avoid high-risk activities Self-Efficacy: ability to form and maintain relationships, be assertive, engage in leisure time activities Self-Efficacy: ability to do course work, regulate learning activities, meet expectancies

Social

Academic

According to Bandura, self-efficacy has four major effects on people. First, it affects their thinking and analytical ability or what is known as cognitive ability. Second, it affects their motivation. Third, it shapes their emotions. Finally, it also affects the activities and task people choose to pursue.

Efficacy activated process:

1.

Cognitive Processes:
12

PUNITH RAJ KN CITY ENGINEERING COLLEGE

The effects of self-efficacy beliefs on cognitive processed take a variety of forms, The stronger the perceived self-efficacy, the higher the goal challenges people set for themselves and the firmer is their commitment to them. Those who have a high sense of efficacy, visualize success scenarios that provide positive guides and supports for performance. Those who doubt their efficacy visualize failure scenarios and dwell on the many things that can go wrong.
2.

Motivational processes:
Self-beliefs lead to self-regulation which leads to motivation most human motivation is cognitively generated. Peoples motivate themselves on the exercise of forethought. They form beliefs about what they can do. They anticipate likely outcomes of prospective.

3.

Affective processes:
Peoples beliefs in their coping capabilities affect how much stress and depression they experience in threatening or difficult situations, as well as their level of motivation. They view many aspects of the environment as fraught with danger. They magnify the severity of possible threats and worry about things that rarely happen. The strongest the senses of self-efficacy the bolder people are in taking on taxing and threatening activities.

4.

Selection processes :
People are partly the product of their environment. Therefore, beliefs of personal efficacy can shape the course lives take by influencing the types of activities and environment people choose. People avoid activities and situations they believe exceed their coping capabilities. The higher the level of peoples perceived self-efficacy the wider the range of career options they seriously consider, the
13

PUNITH RAJ KN CITY ENGINEERING COLLEGE

greater their interest in them, and the better they prepare themselves educationally for the occupational pursuits they choose and the greater is their success.

Development of Self-efficacy over the course of the lifespan of an individual:

a.

Origins of an sense of personal actions

b. Familial sources of self efficacy c. Broadening of Self-Efficacy through Peer Influences d. School as an Agency for Cultivating Cognitive Self-Efficacy e. Growth of Self-Efficacy through Transitional Experiences of Adolescence f. Self-Efficacy concerns of Adulthood
g.

Reappraisals of self-efficacy with Advancing Age

Tips for building employee self-efficacy

Dont imply that employees are incompetent Dont talk down to them about their jobs Dont find petty faults with their results Dont criticize their work in front of their peers Dont belittle the importance of their jobs or tasks Do praise them for their appropriate effort Do ask for their input
14

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Do listen carefully for their ideas for improvement Do share positive feedback from their peers with them Do provide formal recognition for their achievements.

ORGANISATIONAL ROLES ROLE

A Role is a set of BEHAVIOURS enacted by a person as a result of his occupying a certain positions in the organization.

15

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Organization Individual

Goals Needs

R O L

E
ROLE is the convergence Religion Between the INDIVIDUAL and the ORGANIZATION What is given in an ORGANIZATION CHART is the POSITION when an individual occupies a Position; it becomes a ROLE

A role is the part an individual plays in the work group

Personal change has a direct impact in an Organization and the roles that individuals play. In a social system an organization has roles with expectations that require individuals to perform certain tasks called job duties. A Position does not become a role unless a person occupies the position which is then defined in terms of expectations from others and the individual himself.

ROLE PERFORMANCE

Role Taking (Reactive approach, ROLE

OCCUPANT

16

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Role Making (Proactive approach, Creativity) Discharge of the duties is dependant on the individual whose personality has certain dispositions. Integrating the two leads to defining the Behavioral requirements of an Organization which are: 1. People must be attracted not only to the organization but also to remain in it. 2. People must perform the task for which they are hired, and must do so in a dependable manner and 3. People must go beyond the dependable role performance and engage in creative, spontaneous and innovative behaviour at work. An organization can be defined as a system of roles. However, a role itself is a system from the individuals point of view, there are two role systems: The system of various roles that the individual carries and performs, and the system of various roles of which his role is a part. The first, we will call role space and the second, a role set

Making organizational roles effective: Role effectiveness depends on: 1. Having high role efficacy on the part of the role occupant and 2. By developing a style and strategy to cope with the role
conflict or stress

17

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Role Efficacy ROLE EFFECTIVENESS Style and Strategy or Coping the Role Stress
Role efficacy:
The performance of a person working in an organization depends on his won potential effectiveness, technical competence, managerial experience, etc. as well as on the design of the role that he performs in an organization. Its the integration of the two (the person and the role) that ensures a persons effectiveness. Role efficacy can be seen as the psychological factor underlying role effectiveness. Since Role efficacy has a bearing on the role performance as well as effectiveness in organization roles it becomes important to understand the dimensions of Role efficacy. Role Efficacy and Effectiveness: Research shows that persons with high role efficacy seem to experience less role stress, anxiety and work-related tension. They rely on their own strengths to cope with problems, use more purposeful behavior, are active and interactive with people and the environment, and persist in solving problems (mostly by themselves), show growth orientation, attitudinal commitment and positive approach behaviour. Aspects of Role efficacy: According to Dr. Udai Pareek role efficacy has several aspects. The more aspects there are the higher is the efficacy. He classifies them into three groups or dimensions, which are: Dimension 1: Role making:
18

PUNITH RAJ KN
1.

Self-role integration: Every person has strength, experience, technical training, special skills and some unique contribution to make. When his role provides him with greater opportunity for using such special strength, his role efficacy is likely to be higher. This is called self-role integration.

CITY ENGINEERING COLLEGE

2.

Proactivity: A person who occupies a role responds to the various expectations that people in the organization have from that role. Which this certainly gives him satisfaction, it also satisfies others in the organization. However, if he is also expected to take the initiative in starting some activity, the efficacy will be higher. Creativity: It is not only initiative that is important for efficacy. An opportunity to be creative and try new and unconventional ways of solving problems is equally important. Confrontation: In general, if people in an organization avoid problems of shift those on to others, their role efficacy will be low. The tendencies to confront problems and find relevant solutions contributes to efficacy, when people facing interpersonal problems sit down and talk about them and search out solutions, their efficacy is likely to be higher.

3.

4.

Dimension 2: Role Centering

5.

Centrality: if a person feels that the role he occupies is central to the organization, his role efficacy is likely to be high. If people feel that their roles are peripheral i,e not very important, their potential effectiveness will be low. This is true for all persons and not only for those at the lowest level. Influence: A relative concept is that of influence or power. The more influence a person is able to exercise in his role, the higher its efficacy is likely to be. One factor that makes roles in the public-sector or in civil services more efficacious in the opportunity to influence a larger section of society.
19

6.

PUNITH RAJ KN
7.

Personal growth: Another factor which contributes, to role efficacy is the perception that the role provides the individual with an opportunity to grow and develop. There are several instances of people leaving one role and becoming very effective in another happens primarily because they have greater opportunity to grow in the second role.

CITY ENGINEERING COLLEGE

Dimension 3: Role Linking Inter- role linkage: Linking ones role with others in the organization increases efficacy. It there is a joint effort to understand problems, find solutions, etc., efficacy of the various roles involved is likely to be high. Of course, the presumption is that people know how to work effectively. Similarly, if a person is a member of a task group that is set up for a specific purpose, his efficacy reduces role efficacy.
8.

Helping relationship: If a person performing a particular role feels that he can get help from some source in the organization whenever the need arises, he is likely to have higher role efficacy. A helping relationship is of two kinds feeling free to ask for help and expecting that help would be available when it is needed, as well as willingness to give help and respond to the needs of others.
9.

Superordination: A role may have linkages with systems, groups and entities beyond the organization. When a person performing a particular role feels that what he does is likely to be value to larger groups, his efficacy is likely to be high.
10.

Role efficacy has also been reported as a strong moderator or mediating variable, having a dramatic influence in predicting or enhancing organizational climate. Since role efficacy is defined by the expectation of role clarity of the role senders, the expectations may remain ambiguous and conflict with one another, unless there are articulated, shared
20

PUNITH RAJ KN CITY ENGINEERING COLLEGE

and integrated. This may lead to different types of role conflicts or role stressors. Role Conflict/Stress and Effectiveness

Role is a set of functions, which an individual performs in response to the expectations of the significant members of a social system, and his own expectations about the position that he occupies in it. The concept of role and the two role systems, role space and role set have a built in potential for conflict and stress. Role Space: Role space is a dynamic relationship between the various roles an individual occupies and his self. It has three main variables: self, the role under question, and the other roles he occupies. Any conflicts among these are referred to as role space conflict or stress. These conflicts may take several forms.
I.

Self-Role distance: This stress arises out of the conflict between the self-concept and the expectations from the role, as perceived by the role occupant. If a person occupies a role that he may subsequently find to be conflicting with the self concept, he feels stressed. Thus there is a need for the role occupant to explore the possibilities of reducing the self role distance by a technique called role integration which may prove as a functional strategy. Intra-role conflict: Since an individual seams to develop expectations as a result of his socializing and identification with significant others, it is quite likely that he sees a certain incompatibility between the different expectations (functions) of his role, which may lead to role shrinkage. Role stagnation: As an individual grows older, he grows in the role that he occupies in an organization. the individuals advancement, the role changes; and his change in role, the need for taking on a new becomes crucial.
21

II.

III.

also With with role

PUNITH RAJ KN
IV.

Inter-role distance: When an individual occupies more than one role there are bound to be conflicts between them. Inter role conflicts are quite frequent in a modem society, where an individual is increasingly occupying multiple roles in various organizations and groups.

CITY ENGINEERING COLLEGE

Role Set conflicts: The role set conflict consists, of important persons who have varying expectations from the role that an individual occupies. Role ambiguity: When an individual is not clear about the various expectations that people have from his role, he faces role ambiguity. Role ambiguity may be due to lack of information available to a role occupant.
a.

Role overload: When a role occupant feels that there are too many expectations from the, significant others in his role set, he experiences role overload. Role overload has been measured by asking questions about peoples feelings on whether they can finish work given to them during modified work day and whether the amount of work they do might interfere with how well it is done.
b.

Role erosion: A role occupant may feel that the functions he would like to perform are being done by some other role. Role erosion is the individuals subjective feeling that some important expectations that he has from a role are shared by other roles within the role set.
c.

Resource inadequacy: Resource inadequacy stress is experienced when the resources required by a role occupant for performing his role effectively are not available.
d.

Personal inadequacy: When a role occupant feels that he does not have enough knowledge, skills or training to undertake a role effectively, or that he has not had time to prepare for the assigned role he may experience stress.
e. 22

PUNITH RAJ KN CITY ENGINEERING COLLEGE

Role isolation: In a role set, the role occupant may feel that certain roles are psychologically closer to him, while others are at a much greater distance. The main criterion of distance is the frequency and ease of interaction. Role isolation can therefore be measured in terms of existing and the desired linkages.
f.

23