Ken Private Ltd: Digitization Project - Key Issues and Solutions

This report provides an in-depth analysis of the organizational challenges faced by Ken Private Ltd during its digitization project for Dogma International. The report identifies key issues such as communication breakdowns between the Indian and Philippines sections, leading to project delays and client dissatisfaction. It explores these issues through the lens of organizational behavior, highlighting managerial challenges, workplace issues, and organizational problems. The report examines how these issues hindered project delivery, emphasizing the failure to meet deadlines and quality standards. It offers recommendations for improving communication, training, and overall organizational culture to enhance project outcomes. The analysis also details how the company learned from its mistakes and improved project delivery after initial setbacks, including the role of the COO in assessing the situation and implementing corrective measures.

Running Head: Key issues and handling of organisation
Organizational Behavior
Ken Private Ltd: Digitization Project

Key issues and handling of organisation
Executive summary
The report will demonstrate the key issues that the suggested organization faces. The
major issues that occur are lack of coordination among the staff and all the departments. Even
the project manager was not able to access and solve the situation accordingly. On discussing
the challenges of Ken Pvt. Ltd. the organisational concept was clarified. These issues are well
understood by relating them with the concept of organisational behaviour and describing the
managerial and organisational challenges that the business venture faces and take out the
relevant measures to correct them out. After that the results of these issues have been
examined and the hindrances that took place between the employees, manager and clients are
discussed along with investigating upon the adverse effects of these issues and non-
compliance of promise over the business unit. Even there were situations where help was also
rendered and the entire organisation gets to learn a lot more things manager learnt to manage
even well by considering and progressing along with the organization as a whole.
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Key issues and handling of organisation
Table of Contents
Executive summary....................................................................................................................1
Introduction................................................................................................................................3
Identification of key issues.........................................................................................................4
Describing the issues in context of organisational behaviour concept...................................5
How the issues help or hinder the delivery of project to client..............................................6
Recommendations......................................................................................................................8
Conclusion..................................................................................................................................9
References..................................................................................................................................9
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Key issues and handling of organisation
Introduction
The report elucidates the importance and role that better organisational behaviour
plays in the development of business. In this particular report the case study of Ken Pvt Ltd.
has been given which deals with Dogma International and promised the client to provide 10
years newspaper in digitisation format in 2 months. But the agreement was not maintained.
After 2 months only 2 years paper were digitised that too with the poor image quality that
highly disappointed the client (Kitchin, 2017). On analysing there were various mistakes that
have been found which is discussed within the report along with the solution to this
challenge. The hindrances and help have been discussed along with the key concepts in
relation to organisational behaviour followed by the issues that happened in the case and
concluded with the recommendations by giving suggestions to the organisation so that
mistakes are not repeated in the future.
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Key issues and handling of organisation
Identification of key issues
Ken private limited is situated in Texas, United States and was established in the year
1991. The main motive of the company is to outsource the knowledge and rendering the
technological services. The information is provided to the client in an effective and cost-
efficient manner. The company deals in the fabrication service and knowledge service. In the
fabrication services the information digitization takes place using XML, mark-up services,
setting up the image, conversion of data, creating the technological services to develop
services and translation of services. The knowledge services involves within the tact to
expand the content, improvement of vocabulary, taxonomy, hyperlinking the important links
and marking it up, indexing the content and designing the abstract and undergoing the other
editorial services (Walumbwa, Hartnell & Misati, 2017). The technological area focuses on
the designing, implementation, integrity and deployment to the author, managing and
distributing content to the client. The company is renowned enough for its outstanding
performance. The company has opened the outlets in America, Europe and Asia where
around 5000 employees are employed and net worth that the company holds is $90 million as
per the year 2004 (Ken Group, 2015).
The case demonstrates that Ken Private limited got the big project to work on the
Genesis Times; the Genesis Digitization project wants Ken to create the project for their
client Dogma International. Dogma International demanded for digitized newspapers
covering the 150 years. Ken assured the client to present the digitisation of 10 years in the 2
months. Due to the occurrence of certain issues the promise was not fulfilled by Ken in the
given time duration and Dogma International gave the warning to Ken that in case if the
Company is not able to meet the commitment then company might take back the order and
revoke the contract. This created the situation of panic for Ken and working gets faster along
with the monitoring where the company is lacking and to repair the patches thereby finding
out the root cause of the discrepancies.
On analysis the study key issues and challenges appeared are that basically there was
lack of communication among the staff. The project manager Sharma distributed the work
into 2 sections on of them was Indian section dealing with development of technology and
then passing it to the Philippines so that they can start working upon the digitisation process.
The Philippines section was divided in 5 departments and each section has 1 head that report
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Key issues and handling of organisation
to the project manager. The issue was that Philippine section was facing the challenge in
using the technologies designed by the Indian section and the staffs are not supporting eth
project manager as well (Pandey, Breslin & Broadus, 2017). When Sharma, called up the
meeting no one uttered a single word and neither anybody raised some sought of query at the
time meeting. The project manager gets to know about the actual issues when the 2
departments were having their mutual talks and were sharing the complaints with each other.
The technologies designed were too high then the level of understanding of Philippines
section and they were neither briefed about the technology nor were the employees given
training to handle the technology and input the data within the designed digital format.
Whereas the Indian section claims that the Philippines section are not patient enough to wait
for the technology and the employees are not aware enough about the correct usage of
technology that has been invented. This cause delay in working and making the client
dissatisfied (Morgan, 2015).
Describing the issues in context of organisational behaviour
concept
The organisation comprises of collectiveness of the human being working on the
different departments but focusing on the single vision and moving forward in the similar
direction. The organisation is an ever changing unit where dynamism takes place and the
human resource should be made resistant to these challenges and takes it as the opportunity to
create wonders (Goller & Harteis, 2017). Organisational behaviour is the combination of
human resources from different culture following various traditions. The organisation should
treat all the culture and tradition equally and to create harmony there is a need to develop the
organisational culture need to be developed and every person employed need to respect it and
abide by that culture. The organisational behaviour is the conduct that has been carried out
within the workplace. In the organisational behaviour the employees working is analysed and
bonding gets created and the group of humans come together to support the facts and they
collectively work for achievement of the goal which lead to simultaneous development of
organisation along with the employees thereby ensuring the common growth (Tsang, 2017).
There are various challenges that the organisation faces. Comparing these issues with that
of the Ken Private ltd. the key concept of organisation and reason for delay could be realised
and wise step could be initiated to repair these challenges and adopt it as the opportunity to
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Key issues and handling of organisation
ensure development (Johns, 2017). The organisational challenges that occur in Ken Pvt. Ltd.
are quoted as under:
 Managerial challenges: The managerial challenge is faced at the management level,
as per the case study even the manager is in dilemma as the situation is not clear and
even on holding the meeting no one spoke out a single word, no complaint came out
and later on the heads of department complaint mutually that manger will favour the
technical side only and blame the Philippines section (Tafti, Mahmoudsalehi & Amiri,
2017). Also there is the major cause of workforce diversity that is also the cause of
problem; the organisation has been divided into the Indian section and Philippines
Section. The education and behaviour of the people differs and that cause the
understanding issues and conflict arises. Most of the time small thing rise to get big
and converts into the disputes (Kashyap, 2017).
 Work Place Issues and Challenges: When more than two people come together for
the common cause there is likely to have the mismatch in choice and disagreements
might take place, these are known as the workplace issues and challenges (Cartwright,
2017). The issue that took place in most of the workplace are employee privacy,
employee right which is most common issue and for that the legal actions could be
opted as well, unionism is another issues and this could be quoted in the context of
Ken the 2 sections have been distributed but later on there arouse the cold war and
silent fight among the employees. The expectations of employees are also the factor
that causes issues they need the hike, motivation and job satisfaction, also the need
and level of motivation differs from person to person (Brett, 2017).
 Organisational challenge: The above challenges at the end affect the progress of the
organisation only. The case study also faces the organisational problems, in the clients
project there is the occurrence of quality issues. The total quality management is not
maintained and in the era where quality consciousness is given high priority the
organisation and the employees need to maintain the high quality. This is because of
conflict arising among the employees and the gap of understanding. Lack of
knowledge among the employees is also one of the reasons (Potential project, 2017).
The employees are not able to handle the technology that has been designed and
neither the training of advancement has been given. Adaptability does not arrive only
with accepting the challenge but also by learning to use it in the effective manner.
Another measure that always makes the difference is ethical behaviour of the peers,
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Key issues and handling of organisation
superior and subordinate. Half of the things get back to place when the situations are
ethically handled with maturity (Shah, Irani & Sharif, 2017).
How the issues help or hinder the delivery of project to client
As per the case study the issues hindered the project of the client but in other way
round helped the manager to learn a lot of lessons from every issues that arises. The manager
gains the experience to solve out the situations and deal with the sad employees and handling
the angry client as well. The hindrances that occurred while delivering the project was that
first of all the committed work was not offered to the client (Tagove, 2017). The promise was
made that 10 years newspaper digitisation will be delivered within 2 months whereas the
actual delivery was of 2 years newspaper digitisation that is not even quarter of the
commitment accomplished. Also the brief project was not as per the standard quality causing
high dissatisfaction among the client. The final warning was given to Ken to deliver the
assured work with the high quality and completely digitised within the next 2 month. These 2
months could be considered as the help in delivering the better project as in the first chance
the mistakes came up and the reasons were figured out that were becoming the cause of
causing the mistakes (Campos-Melady, Smith, Meyers & Godley, 2017). The COO Saiyumn
Savarker was called upon to analyse the situation and undertake the evaluation technique to
understand the actual situation that is prevailing and what wrong is happening in the process
that is causing barrier in the process. On reviewing the situation and having word with project
manager Sharma, Savarker was driven deep to know what the actual issue that the
organisation and its employees are facing. As the employees made the countless efforts and
advanced technology was created and the other team wisely and patiently adopted the
technology after handling lot of hectic. The Quality assurance department also assured that
quality given was 99.95% accurate and appropriate headlines, sub-headlines, by-lines, images
and captions have been quoted (Dunn et al, 2017). When the issue is discussed with Dogma it
was figured out that the manager did not consulted the Dogma International for once that
what actually the requirements are and they are performing the activities as per their method.
The help portion that Dogma stated is that the text portion was good and satisfied as per the
quality defined but the images were not of the appropriate quality. The images are first thing
that the customer notices and get attracted with it. The client was of the view that no one
from the contacted company ever contacted them to know the specifications or deal with
something to get clarification upon the things. When the same is communicated by Savarker
to the project manager Sharma they come up with the reply that they never thought of it and it
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Key issues and handling of organisation
was not in their knowledge that they should consult the client once a while detailing the
concerned with the progress that is taking place and what all amendments does they require.
Finally the company was aware about total issues and challenges that occur and completely
understood the specification that the client require, also now they have the idea that
conformation from the client should be timely taken so that the confusion and assumptions
are avoided (Burke, 2017).
After the hindrance if discussing upon the help portion the complete project made the
situation clear and gave each and every person of the organisation dealing with this project
about the lot of learning. The handling of technical things, adopting of new things,
organisational environment, relations with peers, subordinates and superior are clarified and
its importance is learned by the employees and manager as well. The manager learn to handle
the stressful situation along with dealing with the client and how the project should be
handled, what are the primary things that need to be kept in mind and that are basic to be
known and practiced (Conroy et al, 2017).
Recommendations
After analysing the case study and learning about the whole situations there are
certain recommendations that could be made so that better learning could be developed. First
of all there is the need to appropriately learn about the organisational structure. The manager
should firstly understand about the organisation and what specification does the company
carries. The organisational culture has to be studied so that the knowledge regarding internal
environment is gained and fighting out with the external environment become easier. When
the manager is aware about the internal structure and capability of the company then decision
making related to the external environment ease up and manager could smartly deal with the
market area and chose those deals that are beneficial for the company after evaluating all the
aspects of business, its budget, capacity to take risk, being creative and innovative, ability to
adopt new technology and many more things are attached while developing the knowledge of
organisational behaviour (Miterev, Turner & Mancini, 2017). When the project was handed
over to Ken by Dogma International the foremost mistake that the project manager Sharma
did was not clarifying the specifications and directly started working upon it and bifurcating
the departments. When the sections were made the cooperation started lacking. The Indian
section was designing the technology which was far advanced and the Philippine section was
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Key issues and handling of organisation
not able to handle those technologies and formats. Both the sections had to sit back and talk
upon the issues that have occurred so that clearance is made and they could understand the
actual problem all the department is facing. They chose to talk among each other instead of
interacting with each other. Even the cooperation with the manager was not there. This
depicts that organisational structure and management was not adequate and this completely
affected the organisational behaviour (Stanley, Matthews & Davidson, 2017). On getting the
warning from client the COO scrutinized the situation and communicated with related parties
and came to know about the real reason and then the situation was brought under control.
Therefore the manager needs to clear out the specification first and accordingly the
responsibility is distributed as per the competencies. Timely meeting should be held to check
the progress and discuss the issues if any so that they could be resolved early and
employment relations also get maintained that is essential for the growth of organisation and
the employees (Johnson, 2017).
Conclusion
Hence, it could be conclude from the above report that organisational behaviour
carries an utmost importance in the regulation and success of business. Due to the lack of
management the organisation was not able to achieve the required objective. As happened in
the case study between Ken and Dogma International. The client company was not asked the
requirements nor were they made to have a check over the project only final submission was
made without any prior draft been submitted as a sample. On calling the COO from India to
Philippine the expert took a look and made out the way to learn things. Though many issues
were created but the employees as well as the managers get to learn from the mistakes and
paid attention over the points which were lacking so that the mistakes are not repeated in
future.
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