Brian Ingram's E-Portfolio
Applied Theories
ACTIVITY THAT ALLOWED ME TO APPLY THEORIES
OR CONCEPTS TO A PRACTICAL PROBLEM
This Senior Capstone in Organizational Communication (ORCO 4500) assignment allowed me an opportunity to create my own consultant company, services, and create a plan for a new client.
Murfreesboro City Schools
Extended School Program Consultation Paper
What is B.Michael Ingram Consultant Services Inc. (BMICS, Inc.)?
We are a prominent leader in the organizational consultant industry. We are based out of Memphis, TN and employ a team of 25 people. Our talented team includes: legal experts, political analysts, marketing specialists, HR professionals, and former health care executives. Since being founded in 2004 by our Chief Executive Officer Brian Ingram, we have elected to provide quality service at a reasonable cost to the customer. You may ask, “Why do I need BMICS, Inc.?” According to www.sla.org, “A comprehensive Communications Audit-an in-depth analysis of all communications vehicles-allows an organization to determine how it can best provide the information needed by its members.” We strive to offer clients fresh approaches to old ideas of structure and procedure. We have provided our services to several high profile clients such as Fed Ex, Dell, Kellogg’s, and Nike. Our services can include but are not limited to:
· Training and Development
· Organizational Structuring & Re-structuring
· Organizational Branding
· Conflict Management
· Strategic Planning
· Goal Setting
At B.Michael Ingram Consultant Services, Inc. there is no job to big or too small for our team. We strive to be as professional as we are personable. Our ultimate goal is to insure the success of any organization that requests our services.
Introduction
We analyzed the Extended School Program offered by Murfreesboro City School. Murfreesboro City Schools includes 12 schools around the Murfreesboro city limits. The Extended School Program is offered at each of these 12 sites. The Extended School Program is an extension of the school day. In this program students can receive homework help, tutoring and enjoy various enrichments. (www.cityschools.net)
The following factors demonstrated a need for my services: the attitudes and behaviors of current employees, work ethic, a lack of accordance with standard operating procedures, and a need for increased operational efficiency system wide. The attitudes and behaviors of employees were found to be inconsistent with organizational values. The work ethic of employees is also questionable as it relates to employee satisfaction, attendance rates, and accountability in general. The lack of accordance to standard operating procedures leads to decreased operational efficiency.
Project Purpose
The purpose of this project is to increase operational efficiency system wide, increase employee satisfaction, and improve the image of the organization. All the results will be tabulated and compiled into a final report. The goals will be measured in the following ways:
· Randomly selected employees will be interviewed and surveyed before any changes are implemented. Another group of employees will be randomly selected and will be interviewed and surveyed after the changes have been in place for 6 months.
· All employees will be required to complete a survey before and after the 6 month change process.
· Site directors will conduct monthly meetings. Likes and dislikes will be kept in a journal and will be collected at the end of the change process.
· All upper level management will meet before and after the change process to discuss the pros, con’s, and compare/contrast the various experiences with the changes.
Project Benefits
As an Organizational Communication Consultant for Murfreesboro City Schools, We will provide a very detailed strategic plan to help the Extended School Program reach its goals. The benefits of this project include:
· Employee Development
· Team/Group Building Skills
· Communication Skills
· Organizational Effectiveness Training
· Organizational Restructuring
· A Strategic Plan
Approach, Scope, and Plan
The problems that plague the organization are very complex. They can be handled in a number of ways:
1. A complete overhaul of the organization: The most dramatic of the options, a complete overhaul requires a shift in leadership, re-structuring of the organizations hierarchy from top to bottom, a new set of operating procedures, and the creation of new positions. This option is definitely not the most feasible and will be the least cost effective. At this point, this option is not completely necessary.
2. Re-evaluation of Standard Operational Procedures: Upon observation, the standard operating procedures seem to be one of the biggest issues with staff members and administration alike. A re-evaluation of these procedures will allow room to adjust what is not working. It will also leave room to inject ideas that make the organization more efficient which is the ultimate goal.
3. Re-evaluation of Hiring Techniques: Attendance issues and employee turnover rates are big issues for the Extended School Program. A review of hiring practices and the type of people that our accepted into the organization will help simultaneously increase productivity and employee loyalty. Increased employee loyalty will result in more satisfied employees.
4. Consider the creation of New Positions: There seems to be a lack of communication within the organization. The creation of new communication geared positions will help reach the ultimate goal of operational efficiency.
B.Michael Ingram Consultant Services, Inc. proposes the following solution which is a hybrid of suggestions 2, 3, and 4. We feel suggestion 1 is unnecessary at this time because of the organization’s strong infrastructure. However, the implementation of solutions 2, 3, and 4 would provide the necessary changes that will enhance the current structure of the organization and increase productivity.
Project Schedule
When planning a project of this magnitude it is important to keep the following in mind, “Scheduling is an inexact process in that it tries to predict the future. While it is not possible to know with certainty how long a project will take, there are techniques that can increase your likelihood of being close. If you are close in your planning and estimating, you can manage the project to achieve the schedule by accelerating some efforts or modifying approaches to meet required deadlines.” (www.hyperthot.com) The process will take approximately 2 years to complete. Below is a time table for the project:
- Month 1: BMICS, Inc. will observe internal observations of the organization including central office and the 12 satellite sites. Compile and analyze observation notes.
- Month 2: BMICS, Inc. will develop and strategic 18 month plan based on observation, interviews with organizational personnel, and a system wide survey.
- Month 3: Plan will be introduced to organizational leaders and management team. During this period it will be established as to what the changes mean for the organization and how the change should be presented to the staff members.
- Month(s) 4 & 5: BMICS, Inc. will conduct a series of meetings with leadership, management, and randomly selected staff members and finalize the new plan. Based on these meetings, BMICS, Inc. will establish the final plan including the logistics of it.
- Month 6: BMICS, Inc. will hand over the report to Murfreesboro City Schools. Changes will be set into effect.
- Months 7 – 25: Program is running. BMICS, Inc. is periodically checking on the progress of the implemented changes. We will also provide employee development and training during this period.
- Month 26: BMICS, Inc. provides a final progress report of the entire change process.
Progress Reports
During the first 6 months, BMICS, Inc. will provide monthly progress reports that will include: what is going on during that month, what will be taking place on the next month, and any unfinished business from the last progress report.
During months 7 through 25, we will provide reports every 3 months. These reports will include: what is working, what is not working, and any miscellaneous information.
For the final month, month 26, we will provide a detailed report that will: recap the past 26 months, state what has been accomplished, provide data, and offer a final analysis/evaluation.
Costing Summary
According to www.swz.salary.com, the monthly average for an Organizational Development Consultant is $6,611.58. This project will cost $4,500.00 a month, which is well below the national average. At the end of the 26 month process, the final cost will be $117,000.00. This cost includes:
- Survey/Analysis
- Employee Development and Training
- Facilitation of Focus Groups
- Organizational Restructuring
- Progress Reports
- 18 month Strategic Plan for the Extended School Program
Personnel and Qualifications
At some point in the project, the entire team at BMICS, Incorporated will work on the Murfreesboro City Schools Extended Schools Program Project. The project leads will be:
1. Brian Ingram, CEO: Brian is a graduate of Middle Tennessee State University with a Bachelor’s of Science in Organizational Communication. He also has a Master’s of Business Administration from Christian Brother’s University. He is the Chief Executive Office of BMICS, Inc. His credentials include 2 years of employment with Murfreesboro City Schools, work with Time Warner Cable and the Nashville Chamber of Commerce, and several leadership role with Kappa Alpha Psi Fraternity, Inc.
2. Brenda Carman, Project Specialist: Brenda is a graduate of Belmont University with a Bachelor of Science in Organizational Development and a Master’s of Professional Sciences from Tennessee State University. Brenda has worked with Vanderbilt Hospital for the past 10 years as a Hospital Administrator. Brenda is an avid volunteer and community activist.
3. Keith Bounds, Analysis and Development: Keith is a graduate of Yale University with a Bachelors of Arts in Business Administration and Marketing. He has worked tirelessly with community and political organizations for the past 7 years.
Subcontracts
BMICS, Incorporated will not use subcontracts for this project. What is a subcontract? According to www.dictionary.com a subcontract is, “A contract that assigns some of the obligations of a prior contract to another party.”We will use BMICS, Incorporated personnel and Murfreesboro City Schools' personnel only.
Use of Client Personnel
Murfreesboro City School's employees will play an active role in this process. According to www.communicationideas.com, “An effectively designed and implemented communication audit can be a driver for culture change where you engage everyone in building a new work culture of open communication, credibility, and collaboration.” We feel incorporating Murfreesboro City Schools employees in this process will help make the change process more of a success.
Senior Management Support
Senior management support is crucial in the success of this project. Senior management will need to be active in the process and very cognizant of the changes that are occurring. They will need to be available to provide clarity to issues as they occur. According to www.communicationideas.com, management being involved “demonstrates your willingness to listen and to respond to employees and other stake-holders’ views - a key step in building positive relationship, creating credibility and fostering mutual trust.” This is a key component in this process because employee/management relationships are one of the weaknesses of this organization.
Steering Management Support
We suggest that the senior management at Murfreesboro City Schools create a team that will periodically verify the progress of what is going on. While this is not mandatory, it would help the employees understand “The Punctuated Equilibrium Theory” and how it applies to Murfreesboro City Schools. As defined by www.wadsworth.com, The Punctuated Equilibrium Theory is when “companies go through long, simple periods of stability (equilibrium), followed by short periods of dynamic, fundamental change (revolution), and ending with a return to stability (new equilibrium)”.
Steering Committee Function
The steering committee (if Murfreesboro City Schools chooses to form one) will review progress reports and verify that BMICS, Inc. is on track with the proposed changes. BMICS, Inc. will provide these tools for the committee to use at their disposal:
- MAP - Managerial Assessment of Proficiency: At a time when change is accelerating at unprecedented speed, many of the factors that lead to accomplishment for managers and supervisors remain unchanged. MAP remains the leading objective, video-based, assessment of managerial competence in the world. MAP holds this position of leadership for good reason because it causes people to take active ownership of their development, gets them motivated to participate in learning, and for the first time, provides hard evidence of the results of learning what has been called soft skills in the past. People who have been assessed via MAP and are following their Individual Development Plan (IDP) attend training sessions as "developers", eager to learn, grow and positively change their behavior.
(www.communicationstrat.com)
· 360 Degree Feedback – Perspectives: Perspectives is the ideal 360-Feedback rating assessment for providing information on how a manager utilizes the 12 fundamental managerial competencies. It also includes ratings for 5 leadership competencies. The Perspectives competency model aligns perfectly with the MAP/Excel Development System. MAP measures what a manager knows, while Perspectives measures how a manager deploys that knowledge in the real world. A detailed report provides an easy to understand graphical rating of both the required proficiency and rated proficiency for all competencies, and comes complete with Development Suggestions.
(www.communicationstrat.com)
Output Material
- Progress Reports: statement that will provide the project status for the month, what will be occurring the following month, and any unfinished business from the last report.
- Surveys: questionnaire tool to gather the general opinion of the employees
- Training/Development Manuals: materials that will provide the standard operating procedures, values/beliefs, policies, and strategic planning for Murfreesboro City Schools.
Management Plan
What is the purpose of a management plan? According to www.about.com, “the Management Plan section describes your management team and staff and how your business ownership is structured. People reading your business plan will be looking to see not only who's on your management team but how the skills of your management and staff will contribute to the bottom line.” BMICS, Inc. will serve as a consultant only. We are not the final decision maker, Murfreesboro City School will make the final call on whether or not the suggested changes are implemented. BMICS, Inc. will do the following during the course of this project:
- Be an active participant in the process.
- Serve as an advisor.
- Develop strategies, employee development, and an 18-month strategic plan.
- Provide the necessary materials (manuals, booklets, etc.).
- Be available to assist Murfreesboro City Schools in any way possible that does not conflict with our legal agreement.
References
2. www.cityschools.net
5. http://dictionary.reference.com/browse/subcontracts
9. http://sbinfocanada.about.com/cs/businessplans/a/bizplanmanage.htm
Summary and Proposal Closing
Many people often wonder if a communication audit is worth the time and money. Those people should consider this excerpt from, “Communication problems in the organization are not unlike the progressive development of a headache. If the initial bodily cues are ignored or not monitored, the full "throb" will hit. The result is much more time and effort lost in trying to correct the unbearable condition than would have been needed to prevent the situation in the first place. The communication audit can provide that initial censoring or monitoring for the organization which will allow for a preventative stance regarding communication problems rather than the typical corrective stance.” (www.employee-communication.com) Murfreesboro City Schools is a “body”. When one part of the body is not working properly, the rest of the body feels the impact. This results in reduced productivity. When all systems are on go, the whole organization will be on go. That is the purpose of this project. Implementing the outlined changes will provide increased productivity and harmony within the organization. In closing, the purpose of this project (increased operational efficiency system wide, increased employee satisfaction, and improved organization image) will be met by properly executing the changes laid out in this plan.
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