University Development Strategies

This assignment proposes strategies for university development, emphasizing the importance of open communication between students, faculty, and management. It suggests implementing an open-door policy to encourage feedback, organizing cultural events to foster student interaction, and utilizing social media platforms to create a shared space for information and discussions.

Running head: ORGANISATIONAL CHANGE AND DEVELOPMENT
ORGANISATIONAL CHANGE AND DEVELOPMENT
Name of Student
Name of University
Author Name

1ORGANISATIONAL CHANGE AND DEVELOPMENT
Executive Summary
The senior management of a University has hired an external change agent to oversee some
major organizational development and changed. The key areas for improvement were reducing
printing cost, water consumption, energy consumption. Also there were issues relating to
managing databases of students, employees and finances. There was a need of improving
communications between departments and between peers. This essay deals with how the agent
provides solution for each one of the areas.

2ORGANISATIONAL CHANGE AND DEVELOPMENT
Table of Contents
Introduction..........................................................................................................................4
Environmental sustainability...............................................................................................4
Reducing printing cost.....................................................................................................4
Reducing Water Consumption.........................................................................................5
Reducing energy consumption........................................................................................5
Errors in databases...............................................................................................................6
Students and Employee Records.....................................................................................6
Financial records..............................................................................................................7
Improving Communication between Departments..............................................................7
Improving communication between employees and management......................................8
Improving communications between peers.........................................................................9
Conclusion...........................................................................................................................9
References..........................................................................................................................10

3ORGANISATIONAL CHANGE AND DEVELOPMENT
Introduction
Organizational change and development occurs only when a company moves from the
present state to a developed state in the future which helps in increasing effectiveness. Change
usually happens due to pressure from both external and internal forces in the organization, it
usually affects the whole company1. A company while trying to bring in development and
change looks to increase the output but also tries to cut down on costs and expenses. As an
external agent therefore I need to address a few key issues so that a University can see a major
organizational change.
There are three key areas which have been identified as areas for improvement. Firstly, it
is about the environmental sustainability, errors in databases and communication2.
Environmental sustainability
Reducing printing cost
The cost of printing is very often overlooked but it is one of the higher expenses in a university.
This cost is unmonitored almost always resulting in needless expenditure. To address the issue a
print management software like ‘Papercut’ can be installed. The software if installed can track
the amount of materials that have been printed. It helps in about 50 percent reduction in print
volume. The software also helps keep documents secure and confidential. Another option can be
to reduce colour printing as it is five times more expensive than black and white3. There can also
be a secure pull printing where students do not have to print from different printers but can
1 T Pitsis, A Simpson & E Dehlin, Handbook of organizational and managerial innovation, in , Cheltenham,
Edward Elgar, 2014.
2 B Moldan, S Janoušková & T Hák, "How to understand and measure environmental sustainability:
Indicators and targets", in Ecological Indicators, vol. 17, 2012, 4-13.
3 S Tibbits, "Printing Products", in 3D Printing and Additive Manufacturing, vol. 3, 2016, 135-135.

4ORGANISATIONAL CHANGE AND DEVELOPMENT
instead send their files to a network queue from which they can walk up and print anytime. Also,
PDF’s are the latest ways to reduce printing cost where large documents can be compressed and
send via email to students. This can be done in case of lectures or books. PDF’s also gives one
access to the documents anytime and anywhere. Therefore if a student fails to get a particular
document to university he or she will always have the PDF to fall back on.
Reducing Water Consumption
First of all to reduce water consumption in a University one has to target leaks, fix them and then
introduce water efficient technology4. These can include dual flash and sensor based toilets, low-
flow shower heads, auto-shutoff mechanisms in sinks and basins5. Equipments like dishwashers,
sprayers, steam cookers should also be used which reduce water consumption. Like in many
other Universities including the one in Boston, rain water harvesting can also be done. In this
type rain water is collected in large tanks which can be then used for flushing in toilets6.
Elimination of trays in the dining hall can also reduce water consumption considerably and the
university can save around 30,000 gallons of water per week. Awareness is also an issue and
students ideally have to be reminded of things, therefore ‘Save Water’ signs in washrooms can
also help a great deal in reducing water consumption.
Reducing energy consumption
Energy consumption or otherwise electricity bills are another major area of concern for
Universities. Usually the authorities and students need to be smart if they are to cut down on the
expenses. First of all they can resort to day light harvesting. In day light harvesting classroom
4 J Macknick et al., "Operational water consumption and withdrawal factors for electricity generating
technologies: a review of existing literature", in Environmental Research Letters, vol. 7, 2012, 045802.
5 B Bero et al., "Challenges in the development of environmental management systems on the modern
university campus", in International Journal of Sustainability in Higher Education, vol. 13, 2012, 133-149.
6 S Ward, F Memon & D Butler, "Performance of a large building rainwater harvesting system", in Water
Research, vol. 46, 2012, 5127-5134.

5ORGANISATIONAL CHANGE AND DEVELOPMENT
windows can be kept open and light turned off7. In Universities especially Zone Scheduling can
be done too where lighting in definite sections of a building can be shut down or reduced on a
schedule. In the classrooms occupancy sensors can be installed which detect infrared and motion
signatures and adjusts light settings accordingly. Also the kind of lights that are being used
should be looked into and LED’s should be installed of the same power so that it helps in cost
reduction. Besides these, there can be processes like After-Hours Override which allow
temporary changes in light settings after usual work hours at the University. A central
monitoring and control can also be set up from where maintenance staff can control and monitor
the buildings of the university from different consoles8. Lastly, a holiday scheduling can be done
where lighting can be controlled for classrooms, lecture hall, theatres or labs for the year
ensuring that during holidays the lights do not run in occupied mode.
Errors in databases
Students and Employee Records
Errors in maintaining a student record are always difficult to prevent. However, in a University is
it very necessary as it concerns the future of a student. First of all the computers in which the
databases and records of students are stored should be tuned regularly so that they perform
smoothly. The files need to have a back up and then a maintenance check can be done. While
maintaining the databases one can delete unnecessary files or files relating to duplicacy.
Software like Oracle and Amazon DB also help in maintaining databases without glitches.
Maintaining a database manually can get difficult at times and is more prone to errors. The same
7 M Watanabe & M Ikeuchi, "Phycobilisome: architecture of a light-harvesting supercomplex", in
Photosynthesis Research, vol. 116, 2013, 265-276.
8 X Wang & J Linnartz, "Intelligent illuminance control in a dimmable LED lighting system", in Lighting
Research & Technology, vol. 49, 2016, 603-617.

6ORGANISATIONAL CHANGE AND DEVELOPMENT
steps can be taken to maintain the records of employees of the University. The employees are an
integral part of the institution and there should not be any discrepancies regarding their
databases.
Financial records
These records too are extremely important to the University and should be maintained properly
without errors. One small problem with figures can lead to bigger problems like excessive
expenditure for the University and thus it should be avoided at all cost. Thus to keep an error free
financial database one needs to keep the right kind of records with the right labeling. The records
have to clearly document every income and expenditure. One has to attach supporting documents
like invoices, bills, sales slips, cancelled checks and deposit slips in an organized way9.
Gone are the days when business and educational institutions alike used to manually calculate
the incomes and expenditures. Nowadays there are a lot of accounting software which help cut
down the errors. Online software like Wave and Quickbooks have almost helped in minimizing
risks in financial accounting to zero percent. These two types of software can be used instead of
Tally in the University finance section and therefore it can help reduce the errors.
Improving Communication between Departments
The communication between departments is an issue in Universities as they do not have the same
subject to talk about unlike in an office where everybody is working towards attaining the same
goal. To create a cohesive environment between the students one should first identify what each
department needs every day. Such information might range from books in the libraries, e books
for kindle or even answer sheets. There should be an internal blog of the university where these
9 J Mattie, N Shelmon & J McCarthy, Financial and accounting guide for not-for-profit organizations, in ,
Hoboken, N.J., Wiley, 2013.

7ORGANISATIONAL CHANGE AND DEVELOPMENT
things can then be put up along with the necessities of other departments. These help the
departments come together on a single platform. The blog also helps the departments with a
transparent two way communication channel. The communication can also be improved with the
help of written communication like one Head of Department writing to another inviting him and
the students to attend a seminar10. The Deans can also write to each other and to the students
congratulating them on some new found successes.
Improving communication between employees and management
Relationships can seldom thrive without proper communication which is quite crucial for
happiness and success. Therefore a proper communication process has to be established between
the management and the employees. Check in with employees is a must, so that they can discuss
the work they have at hand and the whole organization as a whole. Employees want to be heard
and they are quite upbeat about sharing their opinions. The employees need to feel comfortable
in their positions.
It is not an easy task to improve a thing if one does not know what are the negatives.
Communication techniques such as phone calls, text messages, in person communications and
email all serve valuable purposes. Email might not be the perfect way to strike conversations
with some one. Therefore, again there is a need of social intranet software. There should also be
an “Open Door” Policy where professors should not feel uncomfortable in approaching the
Deans or the Head of the Departments11. The professors or any employees for that matter might
10 J Ranney & W Troop-Gordon, "Problem-focused discussions in digital contexts: The impact of
information and communication technologies on conversational processes and experiences", in Computers in
Human Behavior, vol. 51, 2015, 64-74.
11 M Knapp & J Hall, Nonverbal Communication, in , Berlin, De Gruyter, 2013.

8ORGANISATIONAL CHANGE AND DEVELOPMENT
not feel at ease to share some experiences with their immediate bosses and thus there is always a
need for the Open Door policy.
Improving communications between peers
Cultural fests and fetes are the best ways of having students interact with each other which is
very necessary in a University. These can be staged twice a year to increase interaction. Also the
social medias should be used for it too. This is a common platform where employees and
students alike can share, like and comment interesting facts about the university12. A social
intranet software can also be used where students can share their area of interest with one another
to have meaningful conversations.
Conclusion
Thus to bring in change and development in the university the above plans need to be executed.
Some are already in process which needs to be tweaked a bit if possible. Others have to be
implemented if the university wants to cut down on the expenses and also improve the
communication between students, employees and management.
12 D Linvill, S McGee & L Hicks, "Colleges’ and universities’ use of Twitter: A content analysis", in Public
Relations Review, vol. 38, 2012, 636-638.

9ORGANISATIONAL CHANGE AND DEVELOPMENT
References
Bero, B, E Doerry, R Middleton, & C Meinhardt, "Challenges in the development of
environmental management systems on the modern university campus.". in International Journal
of Sustainability in Higher Education, 13, 2012, 133-149.
Knapp, M, & J Hall, Nonverbal Communication. in , Berlin, De Gruyter, 2013.
Linvill, D, S McGee, & L Hicks, "Colleges’ and universities’ use of Twitter: A content
analysis.". in Public Relations Review, 38, 2012, 636-638.
Macknick, J, R Newmark, G Heath, & K Hallett, "Operational water consumption and
withdrawal factors for electricity generating technologies: a review of existing literature.". in
Environmental Research Letters, 7, 2012, 045802.
Mattie, J, N Shelmon, & J McCarthy, Financial and accounting guide for not-for-profit
organizations. in , Hoboken, N.J., Wiley, 2013.
Moldan, B, S Janoušková, & T Hák, "How to understand and measure environmental
sustainability: Indicators and targets.". in Ecological Indicators, 17, 2012, 4-13.
Pitsis, T, A Simpson, & E Dehlin, Handbook of organizational and managerial innovation. in ,
Cheltenham, Edward Elgar, 2014.
Ranney, J, & W Troop-Gordon, "Problem-focused discussions in digital contexts: The impact of
information and communication technologies on conversational processes and experiences.". in
Computers in Human Behavior, 51, 2015, 64-74.
Tibbits, S, "Printing Products.". in 3D Printing and Additive Manufacturing, 3, 2016, 135-135.

10ORGANISATIONAL CHANGE AND DEVELOPMENT
Wang, X, & J Linnartz, "Intelligent illuminance control in a dimmable LED lighting system.". in
Lighting Research & Technology, 49, 2016, 603-617.
Ward, S, F Memon, & D Butler, "Performance of a large building rainwater harvesting system.".
in Water Research, 46, 2012, 5127-5134.
Watanabe, M, & M Ikeuchi, "Phycobilisome: architecture of a light-harvesting supercomplex.".
in Photosynthesis Research, 116, 2013, 265-276.