CEATING LEARNING ORGANIZATIONS
Dr. Adalat Khan
July 28, 2007
CREATING LEARNING ORGANIZATIONS
By
Dr. Adalat Khan
LEARNING ORGANIZATION AS A STRATEGY FOR STAFF RETENTION AND MOTIVATION
Seeking knowledge is an obligation.” The advice put forward fourteen hundred years ago by the Prophet Muhammad (peace be upon him) has profound application for today's business organizations which face enormous challenges. One of the greatest challenges faced by all organizations today is to keep pace with the rapid changes taking place in the business environment. These changes require every one in the organization to continuously update their knowledge and skills. In fact the organization as a whole should develop strategies which encourage everyone to learn new knowledge, upgrade their skills and acquire better attitudes. This type of organization can be rightly called The Learning Organization.
LEARNING ORG. AS A STRATEGY FOR STAFF RETENTION AND MOTIVATION
One of the biggest problems faced by many companies specially in zero-employment economies like Malaysia is high turn-over and de-motivation of employees. To cope with the challenge of retaining a motivated workforce companies need to adopt concerted efforts. Many strategies can be adopted to achieve this goal and solve the high turn over and de-motivation problems faced by Malaysian companies. One such strategy is the creation of a learning organization, where a company, among other things, provides learning opportunities for its employees. Resultantly the employees are encouraged to stay with the company and are motivated to work harder and smarter towards the achieving the goals of the companies they work for.
The following points rationalizes learning organization as a strategy for staff retention and motivation:
1. FULFIL EMPLOYEES HIGHEST NEED:
According to Abraham Maslow the famous motivation theorist, the highest need in the hierarchy of five needs is self actualization. It is in keeping with human nature to grow and learning enables them to tap into and achieve their highest potential. With the help of more learning, people can acquire better knowledge, skills and attitudes thus enabling them reaching their highest potential and attaining self-actualization. Companies which provide this type of opportunities for their employees meet one of the greatest needs of their employees, thus fostering empolyees’ retention and motivation.
2. BETTER SELF ESTEEM:
Increase in people’s knowledge increases their self esteem because in knowledge-based society like ours knowledge is considered something to feel proud about. In fact the lack of knowledge, skills and techniques could be considered one of the major causes of people’s low self-esteem. With the help of learning, companies can boost their employees’ self-esteem.
3. FUN TO GO TO WORK:
It is more fun to go to work in those organizations which provide better learning opportunities. Learning gives people the hope that they themselves and things are getting better everyday. Additionally learning organization provides a playground for the generation and implementation of creative ideas which itself is fun to do.
4. TO COPE WITH CHANGES:
It has been said a lot but indeed the greatest constant of modern times is change. Change is a difficult and painful process for those who don’t know how to change and pleasure for those who know how. Enabling people with the tools to manage and embrace changes could be one of the greatest motivators for people to stay and work more enthusiastically.
5. JOB MARKET VALUE:
Employees who remain dormant and do not upgrade themselves risk the dangers of obsolescence and ultimately job loss. Learning updates people’s capabilities and maintains or enhances their job market value.
Definition of a Learning Organization
A learning organization may be defined as:
1. “An organization which as a whole develop its human resources on continuous basis by developing new knowledge, skills, attitudes and strategies for achieving its goals.”
2. “Organization where people continually expand their capacity to create the results they truly desire, where new and expansive patterns of thinking are nurtured, where collective aspiration is set free, and where people are continually learning how to learn together.” (Peter senge)
3. “A learning organization tries to develop its human resources to achieve their full potential, and uses learning as a means of improving its business performance.”
Benefits of a Learning Organization
Why should an organization develop a system which will develop its human resources ? There are many answers which make sense, some of which are as follows:
( 1 ) The Power of knowledge:
The birth of new business giants like Microsoft, Netscape and Apple computer during the recent past have proved the point that knowledge is power and those who possess it can create great business entities. This trend has changed the conventional business wisdom where capital, land and labor were considered to be the necessary ingredients for starting and sustaining businesses. Today, knowledge has become the key determinant for business survival and growth. Those who acquire and continuously improve it can stay in business and those who don’t, must say good bye to the business world.
( 2 ) Realizing people’s full Potential:
People are the most important resources of every business organization but ironically no business balance sheet records these valuable resources though their financial statements display other assets worth even few dollars. Human beings anywhere and whoever they are have enormous potential of developing competencies, acquiring new skills, showing better talents and generating valuable ideas. To unleash the reservoir of this potential among people, organizations owe it to them to help them reach their fullest potential. Once this is done people will optimally apply their abilities which will in turn help the organization itself to grow and achieve its objectives.
( 3 ) Quality and Productivity Improvement:
There is always a faster, a cheaper and a better way of doing things but people should find out how? This can only be achieved if everyone in the organization continuously renew their work methods, increase performance standards and give up work methods which result in the resource wastage. Learning organization can help its members achieve this goal.
( 4 ) Survival:
People and companies which do not keep pace with the pervasive business changes become obsolete and in the business world another name for obsolescence is " death ".
So to survive and survive as a trend setter and business leader organizations should unlearn, learn and re-learn knowledge, skills, habits and strategies which are valid for the present and seek those which will successfully take them to the future.
( 5 ) Increasing Commitment:
An organization which takes care of the learning needs of its people is sending a strong message of "we care " to its employees. This in turn increases the commitment of employees towards their organization, its goals and overall well being. Every human being is interested in him / herself and an effective way to get them interested in the organization is by showing them that the organization is interested in their well being. Through proper training and education people also know the expectation of the organization and try to meet those expectations.
( 6 ) Improving National Competitiveness;
In the global marketplace nations are competing against one another and only those survive, who have the competitive advantage in terms of price, quality, productivity, and good service. By helping to raise the skills and knowledge of our people we can make a positive contribution to our national competitiveness and productivity. Additionally learning organizations also compliment and support the government’s efforts of developing its human resources through better education and training.
STRATEGIES FOR CREATING A LEARNING ORGANIZATION:
Learning organizations do not happen by chance rather organised efforts create it. The following is a model which consists of strategies for creating a “Learning Organization”
( 1 ) The Knowledge Audit:
The first step and the most important step is what 1 call the knowledge audit an exercise where a systematic inquiry into the people's knowledge, skills and attitude is carried out. This will determine the existence of present capabilities and unearth the gaps which need to be bridged so that the organization is able to achieve its objectives. In essence this audit should answer the following questions: -
(1) What is the present level of knowledge, skills and attitude which is currently helping the organization achieving its goals?
(2) What is missing in the human resources of the company that blocks the achievement of its present and future goals.
(3) How to fill up the current gaps so that people are able to achieve the organization's goals?
(4) How to encourage people and the organization as a whole to continuously learn and improve its processes, products, services and culture?
The knowledge should also involve:
Identifying where organizational learning is already effective and where it needs developing in order to increase productivity and ensure future growth.
Pinpointing the useful knowledge that each part of the organization must keep up to date with if it is to remain relevant.
Identifying the organizational blocks which discourage learning.
( 2 ) Create a Learning Culture:
By creating an environment where everyone is provided with the necessary skills to perform on their jobs an organization will be able to encourage a learning culture. Information must be easily available when and where they are needed. It also means that there should be a free flow of information and people should not be kept in the dark specifically about the issues which concern them. A learning culture also encourages people to challenge the existing ways of doing things and searching for better alternative. Providing training and developing skills should be the main agenda of a learning organization. However it should be clarified here that unless the top management truly believes in training and development the effort will be wasted. Without belief in the importance of training and development it becomes a boring ritual where when asked why did they come to the training? “We are sent by our bosses!!!” will be the reply of the training participants. An insincere approach towards training thinking of it as a necessary evil will not result in any payoffs.
A leaning culture can also be encouraged through multi-skilling an approach requiring employees to learn how to perform more jobs in their company. Multi-skilling broadens the narrow horizon promoted by specialisation and encourages curiosity among people. A positive side effect of multi-skilling will be the general interest of employees to know more and learn more not only about their jobs but things outside their jobs.
( 3 ) Make use of the Learning:
Giving people more knowledge and competencies but not giving them the opportunity to apply it to their work situations will be like giving an ice cream to a child and not letting him eat it. When people learn new things the immediate thought coming to their mind is where and how to use it. And if they do not find avenues to apply this knowledge to their jobs they get frustrated. Ironically an average person uses a fraction of what he/she knows in their work.
( 4 ) Rewarding those who learn:
Why should people learn new ideas and skills if they are not rewarded by their organization? Rewards will reinforce the belief of people that if they learn they will in turn get benefit from it. It will take care of the universal question "What is in it for me?" When we say reward primarily it means financial reward and only then followed by nonfinancial benefits. Promotions, increments and salary increases are some of the financial rewards. People need to be rewarded otherwise more knowledge will just create dissatisfaction leading to high turn over. An example could be that of a clerk in a company who starts a diploma in management course and upon completion his/her salary and position remain the same. Looking at other people who with the same qualification earn more money and are placed in better managerial position this clerk if not rewarded will leave the company.
( 5 ) Insisting on Endless Learning
Learning has no end and excellent organizations never stop learning. To keep up with the rapid changes and meet newer and higher challenges companies must insist that people continuously enhance their knowledge. As a commitment to learning companies should invest in training material, technologies and send people to courses to learn on a continuous basis. Some of the world class companies like Motorola has made it mandatory for its employees to attend certain hours of training per year which indeed is one of the key factors which maintain their business leadership.
The learning organization is a concept which may not be misinterpreted as a new management fad rather considered as a sound business strategy which makes a lot of sense. By truly believing in this philosophy, committing resources to promote the learning culture companies can greatly enhance their competitive edge. The benefits of learning organization are enormous equally relevant for all sizes of businesses and organizations. Great multinational companies as well as small business venture can equally benefit if they plan for and commit resources for creating learning organizations.
Dr Adalat Khan is the president of
Mina Resources Sdn Bhd a leading training and consultancy company who can be reached http://www.mina.edu.my
By
Dr. Adalat Khan
LEARNING ORGANIZATION AS A STRATEGY FOR STAFF RETENTION AND MOTIVATION
Seeking knowledge is an obligation.” The advice put forward fourteen hundred years ago by the Prophet Muhammad (peace be upon him) has profound application for today's business organizations which face enormous challenges. One of the greatest challenges faced by all organizations today is to keep pace with the rapid changes taking place in the business environment. These changes require every one in the organization to continuously update their knowledge and skills. In fact the organization as a whole should develop strategies which encourage everyone to learn new knowledge, upgrade their skills and acquire better attitudes. This type of organization can be rightly called The Learning Organization.
LEARNING ORG. AS A STRATEGY FOR STAFF RETENTION AND MOTIVATION
One of the biggest problems faced by many companies specially in zero-employment economies like Malaysia is high turn-over and de-motivation of employees. To cope with the challenge of retaining a motivated workforce companies need to adopt concerted efforts. Many strategies can be adopted to achieve this goal and solve the high turn over and de-motivation problems faced by Malaysian companies. One such strategy is the creation of a learning organization, where a company, among other things, provides learning opportunities for its employees. Resultantly the employees are encouraged to stay with the company and are motivated to work harder and smarter towards the achieving the goals of the companies they work for.
The following points rationalizes learning organization as a strategy for staff retention and motivation:
1. FULFIL EMPLOYEES HIGHEST NEED:
According to Abraham Maslow the famous motivation theorist, the highest need in the hierarchy of five needs is self actualization. It is in keeping with human nature to grow and learning enables them to tap into and achieve their highest potential. With the help of more learning, people can acquire better knowledge, skills and attitudes thus enabling them reaching their highest potential and attaining self-actualization. Companies which provide this type of opportunities for their employees meet one of the greatest needs of their employees, thus fostering empolyees’ retention and motivation.
2. BETTER SELF ESTEEM:
Increase in people’s knowledge increases their self esteem because in knowledge-based society like ours knowledge is considered something to feel proud about. In fact the lack of knowledge, skills and techniques could be considered one of the major causes of people’s low self-esteem. With the help of learning, companies can boost their employees’ self-esteem.
3. FUN TO GO TO WORK:
It is more fun to go to work in those organizations which provide better learning opportunities. Learning gives people the hope that they themselves and things are getting better everyday. Additionally learning organization provides a playground for the generation and implementation of creative ideas which itself is fun to do.
4. TO COPE WITH CHANGES:
It has been said a lot but indeed the greatest constant of modern times is change. Change is a difficult and painful process for those who don’t know how to change and pleasure for those who know how. Enabling people with the tools to manage and embrace changes could be one of the greatest motivators for people to stay and work more enthusiastically.
5. JOB MARKET VALUE:
Employees who remain dormant and do not upgrade themselves risk the dangers of obsolescence and ultimately job loss. Learning updates people’s capabilities and maintains or enhances their job market value.
Definition of a Learning Organization
A learning organization may be defined as:
1. “An organization which as a whole develop its human resources on continuous basis by developing new knowledge, skills, attitudes and strategies for achieving its goals.”
2. “Organization where people continually expand their capacity to create the results they truly desire, where new and expansive patterns of thinking are nurtured, where collective aspiration is set free, and where people are continually learning how to learn together.” (Peter senge)
3. “A learning organization tries to develop its human resources to achieve their full potential, and uses learning as a means of improving its business performance.”
Benefits of a Learning Organization
Why should an organization develop a system which will develop its human resources ? There are many answers which make sense, some of which are as follows:
( 1 ) The Power of knowledge:
The birth of new business giants like Microsoft, Netscape and Apple computer during the recent past have proved the point that knowledge is power and those who possess it can create great business entities. This trend has changed the conventional business wisdom where capital, land and labor were considered to be the necessary ingredients for starting and sustaining businesses. Today, knowledge has become the key determinant for business survival and growth. Those who acquire and continuously improve it can stay in business and those who don’t, must say good bye to the business world.
( 2 ) Realizing people’s full Potential:
People are the most important resources of every business organization but ironically no business balance sheet records these valuable resources though their financial statements display other assets worth even few dollars. Human beings anywhere and whoever they are have enormous potential of developing competencies, acquiring new skills, showing better talents and generating valuable ideas. To unleash the reservoir of this potential among people, organizations owe it to them to help them reach their fullest potential. Once this is done people will optimally apply their abilities which will in turn help the organization itself to grow and achieve its objectives.
( 3 ) Quality and Productivity Improvement:
There is always a faster, a cheaper and a better way of doing things but people should find out how? This can only be achieved if everyone in the organization continuously renew their work methods, increase performance standards and give up work methods which result in the resource wastage. Learning organization can help its members achieve this goal.
( 4 ) Survival:
People and companies which do not keep pace with the pervasive business changes become obsolete and in the business world another name for obsolescence is " death ".
So to survive and survive as a trend setter and business leader organizations should unlearn, learn and re-learn knowledge, skills, habits and strategies which are valid for the present and seek those which will successfully take them to the future.
( 5 ) Increasing Commitment:
An organization which takes care of the learning needs of its people is sending a strong message of "we care " to its employees. This in turn increases the commitment of employees towards their organization, its goals and overall well being. Every human being is interested in him / herself and an effective way to get them interested in the organization is by showing them that the organization is interested in their well being. Through proper training and education people also know the expectation of the organization and try to meet those expectations.
( 6 ) Improving National Competitiveness;
In the global marketplace nations are competing against one another and only those survive, who have the competitive advantage in terms of price, quality, productivity, and good service. By helping to raise the skills and knowledge of our people we can make a positive contribution to our national competitiveness and productivity. Additionally learning organizations also compliment and support the government’s efforts of developing its human resources through better education and training.
STRATEGIES FOR CREATING A LEARNING ORGANIZATION:
Learning organizations do not happen by chance rather organised efforts create it. The following is a model which consists of strategies for creating a “Learning Organization”
( 1 ) The Knowledge Audit:
The first step and the most important step is what 1 call the knowledge audit an exercise where a systematic inquiry into the people's knowledge, skills and attitude is carried out. This will determine the existence of present capabilities and unearth the gaps which need to be bridged so that the organization is able to achieve its objectives. In essence this audit should answer the following questions: -
(1) What is the present level of knowledge, skills and attitude which is currently helping the organization achieving its goals?
(2) What is missing in the human resources of the company that blocks the achievement of its present and future goals.
(3) How to fill up the current gaps so that people are able to achieve the organization's goals?
(4) How to encourage people and the organization as a whole to continuously learn and improve its processes, products, services and culture?
The knowledge should also involve:
Identifying where organizational learning is already effective and where it needs developing in order to increase productivity and ensure future growth.
Pinpointing the useful knowledge that each part of the organization must keep up to date with if it is to remain relevant.
Identifying the organizational blocks which discourage learning.
( 2 ) Create a Learning Culture:
By creating an environment where everyone is provided with the necessary skills to perform on their jobs an organization will be able to encourage a learning culture. Information must be easily available when and where they are needed. It also means that there should be a free flow of information and people should not be kept in the dark specifically about the issues which concern them. A learning culture also encourages people to challenge the existing ways of doing things and searching for better alternative. Providing training and developing skills should be the main agenda of a learning organization. However it should be clarified here that unless the top management truly believes in training and development the effort will be wasted. Without belief in the importance of training and development it becomes a boring ritual where when asked why did they come to the training? “We are sent by our bosses!!!” will be the reply of the training participants. An insincere approach towards training thinking of it as a necessary evil will not result in any payoffs.
A leaning culture can also be encouraged through multi-skilling an approach requiring employees to learn how to perform more jobs in their company. Multi-skilling broadens the narrow horizon promoted by specialisation and encourages curiosity among people. A positive side effect of multi-skilling will be the general interest of employees to know more and learn more not only about their jobs but things outside their jobs.
( 3 ) Make use of the Learning:
Giving people more knowledge and competencies but not giving them the opportunity to apply it to their work situations will be like giving an ice cream to a child and not letting him eat it. When people learn new things the immediate thought coming to their mind is where and how to use it. And if they do not find avenues to apply this knowledge to their jobs they get frustrated. Ironically an average person uses a fraction of what he/she knows in their work.
( 4 ) Rewarding those who learn:
Why should people learn new ideas and skills if they are not rewarded by their organization? Rewards will reinforce the belief of people that if they learn they will in turn get benefit from it. It will take care of the universal question "What is in it for me?" When we say reward primarily it means financial reward and only then followed by nonfinancial benefits. Promotions, increments and salary increases are some of the financial rewards. People need to be rewarded otherwise more knowledge will just create dissatisfaction leading to high turn over. An example could be that of a clerk in a company who starts a diploma in management course and upon completion his/her salary and position remain the same. Looking at other people who with the same qualification earn more money and are placed in better managerial position this clerk if not rewarded will leave the company.
( 5 ) Insisting on Endless Learning
Learning has no end and excellent organizations never stop learning. To keep up with the rapid changes and meet newer and higher challenges companies must insist that people continuously enhance their knowledge. As a commitment to learning companies should invest in training material, technologies and send people to courses to learn on a continuous basis. Some of the world class companies like Motorola has made it mandatory for its employees to attend certain hours of training per year which indeed is one of the key factors which maintain their business leadership.
The learning organization is a concept which may not be misinterpreted as a new management fad rather considered as a sound business strategy which makes a lot of sense. By truly believing in this philosophy, committing resources to promote the learning culture companies can greatly enhance their competitive edge. The benefits of learning organization are enormous equally relevant for all sizes of businesses and organizations. Great multinational companies as well as small business venture can equally benefit if they plan for and commit resources for creating learning organizations.
Dr Adalat Khan is the president of
Mina Resources Sdn Bhd a leading training and consultancy company who can be reached http://www.mina.edu.my
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