Policy Development and Group Dynamics

Policy Development Steps

• Develop policy content
• Draft the policy
• Write the procedure
• Review the policy by key parties
• Approve the policy
• Implement the policy
• Review and update the policy
• Communicate policy changes

Document Retention

• Select a point person or form a steering committee
• Assess and prioritize the scope of the document retention project
• Consult with data management and IT personnel
• Identify and assign ownership of all documents
• Review laws and regulations
• Detail instructions for storing, retaining, and preserving data
• Set guidelines to destroy expired or useless data
• Train employees on the plan and communicate processes
• Clearly communicate the employee duty to follow protocol
• Review and update the document retention policy regularly
• Find solutions for document management

Bruce Tuckman’s Stages of Group Development

• Forming: Members are polite and positive, some are anxious, and others are excited. Leadership is dominant.
• Storming: Members resist control, show hostility, and view themselves as individuals rather than part of a team.
• Norming: Members feel like part of the team. They accept other viewpoints and can achieve work if they follow established norms.
• Performing: The group functions as a team. There is an open, trusting environment where members are flexible and valued.

Group vs. Team

• Groups of individuals might not be teams.
• Team: collaborative action with a common goal and collaborative tasks.
• Group: Individuals are responsible for their own area.

Key Differences Between Groups and Teams

• Task Orientation: Teams need coordination of tasks to achieve a common aim. Groups do not need to focus on specific outcomes.
• Degree of Interdependence: Team members rely on each other to produce outcomes. Group members can be independent and not rely on each other.
• Purpose: Teams have a specific reason for formation. Groups can exist simply as a matter of fact (e.g., race, ethnicity).
• Degree of Formal Structure: Teams have defined roles, duties, and ways of working. Groups are informal, roles and norms aren’t required.
• Familiarity Among Members: Team members interact and know each other. Group members might not know or interact with each other.

The Organizational Life Cycle

• The OLC highlights how needs, opportunities, and threats affect a business at different stages.
• Each stage requires adapting based on misalignment with the environment, including changes in objectives, strategies, processes, technology, culture, and decision-making.
• High tech companies progress through stages rapidly.
• Each stage represents a stable growth period that eventually leads to change.
• How a company handles crisis periods determines its future direction and survival.

The Stages of the OLC

• Start-Up: Simple structure with centralized authority. Aims to establish distinctive competencies, generate initial product-market success, and innovate products and services.
• Growth: Decentralized authority with more formal structures. Develops a business model and invests in resources.
• Maturity: Focus on efficiency and cost control. Strong internal controls and standardized procedures.
• Decline: Business is losing market share and may be restructuring or trying to regain market share.
• Renewal: The company focuses on innovation and adapting to new challenges.

HR's Role in Shaping Organization Architecture

• HR should be involved in defining the company's organizational architecture.
• HR should conduct an organizational audit to identify areas for improvement.
• HR should guide discussions about blueprints to illuminate areas that require change.

This quiz covers the key steps in policy development, including drafting procedures, reviewing policies, and communication. Additionally, it touches on Bruce Tuckman's stages of group development, highlighting dynamics within teams. Test your understanding of these essential concepts in organizational management.