CASE STUDIES

SYSTEMATIZATION FOR A SUSTAINABLE GROWTH

Overview

The company is a leading chit firm, which is based in Kottayam, and it deals with thousands of customers. The company also has its presence in Alappuzha and Ernakulam. More than 75 employees have been working in the company in different branches. This company has been associating with Bramma since 2009.

Situation

The company has started their operations with the help of a strong financial base and has failed to address the internal management systems. A good internal management system is very essential in every company especially which deals with money. They had failed to manage the employees properly due to the poor internal system. The whole company operation was led by the Company MD which has made a barrier for him to think beyond especially regarding the expansion plans. When the company has started to grow the whole system seemed to be disturbed. The employees became confused and frustrated of doing work because they have no get any clarity of their role in the organization. The work load started to increase for both management and employees. This issue affected more at the top employees, because they failed to answer the queries of both employees and customers. The poor incentive system has made the situation worst. The company lost their control in many areas due to poor internal system. The pressure has started to mount day by day and it indulged the day to day operations of the company.

Our Role

  

Initially Bramma made a study to understand the current systems of the company and analyzed it properly.  We started our re-engineering process by restructuring the organization structure. A well structured organization level was developed and filled with suitable employees in it. The vacant positions were filled by conducting a new recruitment and selected some qualified employees through a stringent interview process. Then we defined their role and responsibilities with the help of a time and work study. The issue of poor control over day to day operation was tackled by introducing reporting system. At the end of each day employees has to make and send report to their immediate superiors. Each employee has to send some sort of reports and it has further divided as yearly, monthly, weekly and daily reporting systems. The superiors will consolidate their subordinate’s report and send to their immediate supervisors. At the end of day, MD will get a one page consolidated report from Marketing and Operation head. With the help of it, he could easily monitor and make control of company’s operation. Initially most of the reports were in excel format (Have done as trial and error method) which has now changed in to a software. Bramma also made a good incentive system for improving the collection process. Since the company is operating with various kind of collection and financial schemes it was necessary to work with different incentive models. This incentive system induced the performance of both the company and employees. We also had streamlined the other areas like HR, Sales etc. We also had given motivational training to the employees which have acted as a catalyst for the company growth.

Current Situation

Now the company is well structured. The MD has been getting consolidated information from every section. MD is controlling and monitoring the entire operation from a single point. The employees are well motivated because they have got a good idea about their roles and responsibilities in the organization. Their individual earnings also have increased due to the working of a good incentive system. Because of the proper follow up of collection, the due amount from the customers has reduced. After this systemization process, management has started a new branch in Ernakulam and that branch also has been running in a profitable way. The current momentum is very good and the company has to sustain it in a proper way for the further growth.

- Vinu Narayanan
  Assistant Manager - Consulting
  Bramma Learning Solutions Pvt Ltd, Kochi
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