INTRODUCTION A Motivational Theories and Organisation Design

AND ORGANISATION DESIGN Heny K.S. Daryanto, Ir. Arief Daryanto,

I. INTRODUCTION A

major determinant of the continued exist- ence of the organisation is the design of the organisa- Anderson 1988 states that if management makes poor design decisions, the organisation usu- ally exhibits in adequate performance in such area as financial results, moral of employees, absenteeism, and turnover. In the worst case, chaos result. Conse- quently, we may say that the design of the organisa- is a strategic task that should be done by man- agement carefully because many aspects should be considered. Furthermore, Anderson 1988 defines that organisation design as the series of decision that align the strategy goals and purposes of the organisation, its major task, its structure, its informal organisation, its decision and reward systems and the people who will do the work. On the other hand: Wright, et al. 1994 briefly mention that the organisation design is the manifestation of all decisions by man- agement as how the resources of an organisation are to be arranged in pursuit of the organisations objec- tives. style of management adopted is a of the managers attitudes towards people and assumptions about human nature and bchaviour. The two suppositions are called Theory X and Theory and are based on polar assumptions about people and work. Management assumptions about employees, in terms of Theory X and Theory influence deci- sions they make about organisation design. The major task that should be done in de- signing organisation is to determine the form or type of organisation. The experts of contingency theory categorise the form or type of organisation into two forms, namely mechanistic bureaucracy and organic adhocracy. Each type has different characteristic, advances and disadvantages. Focusing on the design of control system and job, this paper is aiming to examine a Theory X atti- tude in management to impact on organisation de- sign. The motivational on the affected of these impacts will also be discussed. In the next section, the discussion about Theory X and Theory Y which is related to organisation design will bc pre- sented. In part Theory X, job design and control systems are discussed. Theory X and motivation are discussed in part IV. Finally, what motivates employ- ees are discussed in part V. THEORY X AND THEORY Y AND OR- GANISATION DESIGN Assumptions about the basic nature of man are important in organisation and management since it can have significant impact on it. Relationships are structured in certain compensation system are designed, communication patterns are established, au- thority responsibility relationships are identified, plan- ning and control processes are established and many other organisational considerations are af- fected by managements basic assumption with re- gard to the nature of man. 1960 identifies two alternative views of people which he termed Theory X and He believes that Theory X assumptions, which are basically authoritarian, are held by a ma- jority of the industrial managers in our society. Theory X assumptions: the average person is lazy and has inherent dis- like of work. most people must be coerced, controlled, directed and with punishment if the organisa- is to achieve its objectives. the average person avoid responsibility, prefers to be directed, lack ambition and values security most of all. If management holds Theory X assumptions, it is likely to manage in following ways: management is responsible for organising, plan- ning, and important decision-making. management directs people. if management does not act, the employees wont do much; therefore it is management responsi- bility to motivate management cant trust employees with impor- tant decisions. On the other extreme to Theory X is Theory Y assumptions, which are held by fewer managers. Basically, Theory Y assumptions are more egalitar- ian. This theory is based on the assumptions: I Both are lecturers in of Socio-Economics, Faculty of Agriculture, at Agricultural University, and candidates at the University of h e w England. Australia people will exercise self-direction and self-con- both workable, but not for the same people. The trol in the service of objectives to which they arc committed. commitment to objectives is a function of rewards associated with their achievement. given the right conditions, the average worker can learn to accept and to seek responsibility. people are naturally creative and have far more capability than is generally utilised. When managers have Theory Y assumptions, they are likely to manage in the following predict- able ways: management can delegate important decisions to lower level. with the right kinds of leadership, employees wont be passive or resistant. have the . , ity to be high perform- ances, to develop, to as- sume responsibility, and to be self-motivated. Therefore management only has to set up the right working conditions to bring out all these abili- ties. management can trust employees. McGregor reports that Theory X assumptions are widely used but out dated, especially given societys ture of job at hand may also influence whether a manager uses Theory X or Theory Y approach. An important implication of postulation of Theory X and Theory Y is that the style of management adopted by managers, and the behaviour displayed towards subordinate staff, is likely to be conditioned by predisposition about peo- ple, human nature and work. It is important that man- agers have a highly developed sense of people per- ception and understand the feelings of staff, and their needs and expectations. Burns and Stalker 1961 identify two types of organisation, namely mechanistic bureaucracy and organic adhocracy. mechanistic system is more rigid structure and more appropriate to stable condition, whereas the organic system is more structure to push toward increased educa- tion and emphasis on the need for more individual responsibility. In addition, he found that following Theory X assumptions could demotivate people and become a negative self-fulfilling prophecy. McGregor himself held to the belief that assumptions of Theory Y were more valid than those of Theory X. There- fore, he proposed that participation in decision mak- ing, responsible and challenging job, and good group relations would maximise job motivation. Unfortunately, there is no evidence to con- firm that either set of assumption is valid or that ac- cepting Theory Y assumptions and altering ones ac- tions accordingly will make ones employees more motivated. The assumptions of either may be appro- priate in a particular situation and 1994. This is in line with conclusion. In developing his theories, McGregor 1960 does not conclude that one theory is to the other. ing conditions. In relation to theory of human nature, Stoner 1982 suggests that a manager with strong Theory X assumptions will prefer a more mechanistic ganisational structure, while a manager with Theory Y as- sumptions may prefer a more organic system. In addition, in characterising the tional psychosocial system, Kast and 1 974 attribute a Theory X view to mechanistic organisation and Theory Y view to organic ganisation. According to Kast and Rosenzwieg 1974 the attendant feature of the mechanistic and organic structure is illustrated in Table 1. It can be seen that the mechanistic type is straight line, rigid, hierarchi- cal and very efficient operating in a stable environ- ment. These have several advantages such as, the control system is easily applied because the organisation gets the hierarchical line; the career path system is easy to be arranged; cost is possible to be reached because of jobs However, the mechanistic type has several disadvantages degree of of the employ- ees to innovate or to create their way in doing their jobs is limited; when the conflict occurs, it tends to bring up the informal leader; the job is routine as a consequence of specialisation; and it tends to decrease the employees motivation. a a a a a I VOLLME 5, No I 1999 Source: Adapted from Kast and Rosenzwieg 1974 SYSTEM DIMENSION Management system Psychosocial system Structural system Goals and values Overall organisation system Environmental suprasystem On the other hand, the organic type is always changing according to changes in the environment, continually making itself effective, to at the appropriate fit. In other words, the experts of contin- gency theory summarise that the organic is appropriate to unstable or changing conditions that give rise problems that can not be broken down or distributed automatically to the functional roles defined within a hierarchical structure. Also, it is more appropriate when the environment is relatively un- certain or turbulent, the goals are diverse and chang- ing, the technology is complex and dynamic, there are many non-routine activities in which creativity and innovations are important. However, the organic type has several dis- advantages, namely, lack of cost efficiency because the jobs often are done by trial and error; career path is difficult to be developed because this organisation generally bears a flat structure model. In practice, management makes decisions about organisation design based on their perceptions of the world and moreover perceptions about the motivations of the workforce. The major constrain- ing factors technology, environment and demographics are interpreted by management and filtered through their prevailing view of the world. THEORY JOB DESIGN AND CONTROL SYSTEM MECHANISTIC Hierarchical structure of control Delineated by formal hierarchy Formal written communication Efficient performance Single goal maximiser Certain, placid stable The structure of the organisation and its pat- ORGANIC A network structure of control Diffuse Low, few and general Effective problem solving Searching and adaptive Turbulent uncertain tern of management can affect the implementation of job design and control system. As mention above that Theory X assumptions view to mechanistic, so discussion about job design and control system will be focused on the mechanistic structure. I I I I I According to the mechanis- tic system is more rigid structure and is appropriate to relative stable conditions. The job is designed by specialisation, a clear hierarchical structure of author- ity, closely defined duties and responsibilities, and the downward flow of information. Organisations with a mechanistic structure are more readily suited, therefore to the operation and implementation of tra- ditional system of control. Furthermore, 1989 argues that the central principle of Theory X is direction on control through a centralised system of organisation and the exercise of authority with organisational requirements taking precedent over the needs of employees. Because this philosophy views people as motivated purely by economic rewards, it is presumed that enough pay or job security can be provided to cause people to accept close direction and control. Since motivation potential is not nised in people, there is no reason to devote time, effort, and money to encouraging them to the tap such potential. Gannon 1977 explains that in mechanistic organisation, authority is clearly defined and ised. Most individuals in the hierarchy operate in a limited sphere in which their authority is restricted. This feature is logically related to the concept of di- vision of labour: more specialised the work, the more clearly defined are the relative positions of individu- als. In addition Gannon 1977 argues, that in mecha- nistic organisation, job and procedures used to com- plete the work are formal and standardised. It means that employees know exactly what procedures to fol- low in any situation, and what tasks is part of their jobs. VOLUME One of them is bureaucratic control, which is fit to mechanistic structure. The approach is based on the specification of how members should behave and carry out their work. There is an attempt to en- sure predictability through formal job descriptions and procedures, the breaking down tasks into con- stituent elements, and the specification of standard methods for the performance of tasks. Reward and punishment systems is designed to reinforce this con- trol strategy. Compliance can be rewarded by upgrad- ing, improved status, favourable employment ben- efits and job security. This control system will make use of accounting control systems such as budgetary control and standard cost variances.

IV. THEORY X AND MOTIVATION