3. METHODS AND TOOLS FOR ORGANISATIONAL ANALYSIS
It is essential for a business or any other kind of association to ensure that their employees are in good mental and physical conditions, both for the insurance of a good quality of life at work and the proper development of the enterprise. But first, getting acquainted with some key concepts will allow us to comprehend better what we mean by safeguarding health.
Safeguarding adults: the concept of safeguarding “was introduced several decades ago in the UK and refers to the collection of measures that ensure groups such as children, young people, and vulnerable adults are protected from abuse, harm, and neglect in society”. It is important to take into account the big methodological differences between safeguarding children and adults, as the levels of responsibility over oneself and the abilities to decide are completely different. The safeguarding laws, obliged to all organisations by law pretend to empower workers, prevent their abuse, protect their mental and physical health, and hold accountable those in power. In the end, the working environment there are clear power dynamics that dictate the structure of all personal professional relationships, making it necessary to establish clear law enforced directions.
Quality of Life at Work (QLW): The ANACT gives different definitions to QLW. "Quality of life at work can be conceived as a feeling of well-being at work perceived collectively and individually which encompasses the atmosphere, the company culture, the interest of the work, the working conditions, the feeling of involvement, the degree of autonomy and accountability, equality, a right to make mistakes granted to everyone, recognition and appreciation of the work done.", but also “is first and foremost about work, working conditions” for employees. Thus, the main objectives of QLW are: better the conditions of salary, learn to work better together, allow workers to participate in the evolutions of the organization, and envision a model of development acceptable and sustainable.
Organizational analysis: Organizational analysis makes reference to “the process of reviewing the development, work environment, personnel and operation of a business or another type of association”. Monitoring and measuring the performance of an association can led to the identification of potential problems or inefficiencies so that strategies can be created to deal with them. It is essential that in terms of health and the quality of life at work, businesses take into account monitoring methods and tools to safeguard every party involved.
Organisational analysis has the potential to solve problems and lead to fruitful benefits for businesses, who can monitor and assess better their outputs and results, while also bearing in mind employees’ Quality of Life at Work.
There are different models of Organizational Analysis in terms of the different approaches they take into account. Some of the most important Models are:
Rational: according to this theory is the idea that an organization is a tool for achieving a definable goal or set of goals. It follows a formal structure to define the role of each member, in which the goals are clearly defines and it follows a process of management rational and predictable. The directions and roles are very clear since the beginning, so it works well for small businesses or associations.
Natural: this system model views organizations holistically, as systems and organisms. The organizational structure is regarded as an institution in its own right that has its own needs that need to be balanced and met. Deviations from original plan are not deemed as errors, but as limitations brought by the organization’s social structure. This method values interconnection and interdependency.
Socio-technical (STS): it is an approach to complex organisational work design that recognizes the interaction between people and technology in workplaces. The approach is commonly used in managing organisational change, when re-engineering is involved.
Cognitive: cognitive factors and environmental events influence each other bidirectionally. This model focuses on the tasks realized by the team, and its proper coordination between all employees.
SWOT Analysis: The acronym SWOT makes reference to Strengths, Weaknesses, Opportunities and Treats. This Analysis examines internal and external factors to help on the planning of strategies for the future. Carrying out a SWOT Analysis can uncover dangerous blind spots about the organization’s performance.
SPO Model: The three main aspects that are to be taken into account are the Structural, Personal, and Outcomes in order to measure quality.
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These different models rely on different Monitoring methods in order to receive feedback and assessments from employees. Monitoring methods and tools are at the core of Organisational analysis. By being able to track and assess the employees’ performance and evaluate their performance, the company can potentiate their efforts, productivity and efficiency. Some of the most common monitoring methods and tools used are:
Participatory method: employees are required to have an active participation in the company.
Video Monitoring: through employee surveillance, employers can assess employee working patterns and evaluate their overall performance and levels of productivity. This method allows this monitoring to be recorded and managed without being face to face.
Keycards: by keeping track of keycards, there can be obtained quantitative feedback of the number of hours employees have been present in the office. It also offers security and ensures no one external to the building can access the office.
Networking Monitoring: a complete analysis of the internet usage can provide real information on what the employees have been researching, as well as tracking their levels of productivity. This is useful in face to face office works.
Email Monitoring: having a company e-mail means that the person in charge has access to all the information received and forwarded. Thus, that person can easily monitor the exchanges of information done in their regard, and control if any irrelevant activity is taking place.
Social Media Tracking: some monitoring tools help track and monitor the website usage. The software helps the administration board to get transparent reports of the work done by their employees during the working hours.
All these monitoring options give many opportunities to companies to control and assess the most productive hours, and design organisational strategies that potentiate their performance. There are many monitoring software’s and tools that can help with the tracking such as: Employee Productivity Monitoring Software, Time and Attendance Tracking Software, or Performance Management Software. Check if it is legal in your country to implement these strategies or tools before using them, and raise productivity and organisation awareness in your company.