1

PA Week 6

Leonel Franco Garcia Mesas

Westcliff University

LDR500/232-202-A Organizational Leadership

Colleen Meyer

11/30/2023
 2

Introduction

Leadership is a dynamic and multifaceted aspect of organizational success, encompassing

the ability to empower individuals, foster collaboration and recognize contributions within a

team. In this paper, we will delve in the pivotal role of leadership in the context of strengthening

others and acknowledging their contributions.

Situation Description

In my previous role as a mechanical project engineer, a notable challenge stemmed from

an outdated information exchange process. Despite the digital advancements in various

departments, our team continued to rely heavily on paper based communication. This antiquated

method hindered the seamless flow of information, leading to inefficiencies and a lack of

synchronization with the organization's overall digital initiatives.

The reliance on paper based processes posed challenges such as delays in information

dissemination, difficulty in tracking project updates and an increased risk of errors due to manual

handling. The inefficiencies in this communication process not only impacted project timelines

but also created a barrier to effective collaboration with other departments, hindering the overall

efficiency of the projects.

Process Improvement

Recognizing the pivotal role of effective communication in leadership, I would focus on

enhancing the information exchange process within the team. The transition from a traditional

paper based system to a digital one involves the strategic incorporation of cutting-edge

technological tools such as Notion, SAP, or RPS (Harboe & Huang, 2015).

Implementing a comprehensive digital project management system like Notion can

provide a centralized platform for collaborative work, offering real-time updates, task tracking

and seamless communication. Also, integrating sophisticated tools like SAP or RPS can further

streamline processes, facilitate efficient data management and enhance cross-departmental

collaboration.

This technological upgrade not only modernizes the communication landscape but also

positions the team for increased productivity, reduced errors and improved adaptability to the

evolving digital landscape.

Risk-Taking

Embracing risk is integral to growth. Transitioning from a traditional paper based system

to a digital one involves its share of challenges. Experimenting with these advanced digital tools

requires thorough training sessions and constant support to ensure a smooth adaptation. While

initial resistance may arise, showcasing the tangible benefits of improved collaboration, reduced

errors and accelerated project timelines will pave the way for a successful transition.
 4

Tradeoffs

Tradeoffs may include initial resistance to change and the time required for team

members to adapt to new digital processes. However, the potential benefits are numerous. With a

streamlined digital communication process in place, the team can experience improved

collaboration, increased productivity and a more positive work environment. Recognizing

contributions and strengthening others becomes more feasible when supported by an efficient

and transparent digital communication framework.

Process Change

Adopting Kotter's renowned eight-step model provides a structured approach to

implementing effective organizational change (Mind Tools, 2022).

1) Create a Sense of Urgency: Communicate the need for transitioning to a digital

communication process, emphasizing the potential benefits like increased efficiency

and reduced errors. Illustrate instances where project delays and miscommunication

negatively impacted outcomes.

2) Build a Guiding Coalition: Form a coalition of key stakeholders, including project

managers, IT specialists and team members to champion the change. Remember to

highlight their specific roles and responsibilities in leading the digital transformation.

3) Form a Strategic Vision: Develop a clear vision for the change, emphasizing the

seamless flow of information and enhanced collaboration through technological tools

like Notion or SAP. Paint a vivid picture of the desired future state, aligning it with

the organizational goals.

4) Communicate the Vision: Employ transparent communication channels to convey

the vision, utilizing tools like RPS for real-time updates. Clearly articulate how the

change aligns with the organization's overarching strategy.

5) Empower Others to Act: Provide the necessary resources and training on digital

platforms, empowering team members to adapt. Showcase the success stories of

teams that have effectively embraced similar changes.

6) Generate Short-Term Wins: Implement a phased approach, celebrating small

victories like successful project completions aided by the new digital tools. Highlight

tangible benefits such as time savings and improved accuracy.

7) Consolidate Gains: Institutionalize the change by integrating digital communication

processes into standard operating procedures. Establish clear protocols for using tools

like Notion to ensure continued success.

8) Anchor the Change in Corporate Culture: Foster a culture that embraces

technological advancements, integrating the digital communication process into the

organizational DNA. Encourage continuous learning and adaptation, ensuring

sustained success.

By meticulously following these eight steps, the transition from a paper based to a digital

communication process becomes a well-guided and purposeful journey (Auguste, 2013),

fostering lasting positive change within the organization.

Building Commitment

To build commitment, transparent communication remains key. Actively engaging team

members in the process, seeking their input and addressing concerns contribute to a positive

change culture. Regular communication about the benefits of the changes, along with

showcasing successful outcomes through these advanced tools, fosters a positive attitude towards

the change, promoting commitment and motivation.

Conclusions

In conclusion, the journey toward effective leadership through process improvement is an

ongoing commitment to fostering positive change and embracing technological advancements.

By addressing communication deficiencies and transitioning from traditional paper based

systems to cutting-edge tools like Notion, SAP, or RPS, leaders can significantly enhance

collaboration and streamline project management. The risk-taking involved in this transition is

mitigated by the potential benefits, including improved efficiency, reduced errors and a more

positive work environment. As Kouzes & Posner (2006) assert, effective leadership involves not

only recognizing the need for change but also actively engaging in the process.

Furthermore, Sinek's (2014) emphasis on creating a sense of safety and trust within the

team aligns with the transparent communication required during this transformative journey.

Building commitment through regular communication, showcasing successful outcomes and

celebrating incremental wins are crucial elements in fostering a positive attitude toward change.

By following established change management models, leaders can institutionalize these

improvements, ensuring sustained success and contributing to a culture of continuous

improvement.
 7

References

Auguste, J. (2013). Applying Kotter’s 8-step process for leading change to the digital

transformation. J Health Med Informat, 4(3), 129.

Harboe, G., & Huang, E. M. (2015, April). Real-world affinity diagramming practices: Bridging

the paper-digital gap. In Proceedings of the 33rd annual ACM conference on human

factors in computing systems (pp. 95-104).

Kouzes, J. M., & Posner, B. Z. (2006). The leadership challenge (Vol. 3). John Wiley & Sons.

Mind Tools (2022). Kotter’s 8-Step change model. Www.mindtools.com.

https://www.mindtools.com/a8nu5v5/kotters-8-step-change-model

Sinek, S. (2014, May 19). Why good leaders make you feel safe. [Video]. YouTube.

https://www.youtube.com/watch?v=lmyZMtPVodo