7S Analysis & recommendations For KJSE

7S Analysis & recommendations • For KJSE Organizations Behavior Team Project • Group 2 • Anton Steven Gutsle • Kim Minji • Kim Youngmin • AhnSeyong • BaekYurim • Jo Younghoon

-Contents 1 l Overview of project 2 l McKinsey 7-S Analysis 3 l Verified Key-Problem-Statements 4 l Recommendations

- 1. Overview of project 1.1 l Brief Information of target organization KJSE : Korea Japan Student Exchange Student activity club for student exchange between Korea and Japan

- 1. Overview of project 1.1 l Brief Information of target organization

- 1. Overview of project 1.2 l Purpose of project • To apply the McKinsey 7-S Model • to KJSE • To help KJSE to avoid the problems observed now and in the future

- 1. Overview of project 1.3 l Method for conducting case analysis Step 1 : Non-valuing 7S analysis Step 2 : Define three major problems Step 3 : Develop recommendations

- 1. Overview of project 1.3 l Method for conducting case analysis Interview done on 8th Nov 2011 With President of KJSE for 3 hours

2.McKinsey 7-S analysis 2.1 l Strategy KJSE's mission Not organically connected mission, vision, and operation plan To improve mutual understanding Between both Korean and Japanese students Through cultural exchange KJSE's vision not clearly stated. (contributing to the friendliness between two countries) Points!

2.McKinsey 7-S analysis 2.1 l Strategy The operational plans KJSE focused on main events held annually - Lack of specification Jan Feb Mar Apr May Jun -Recruiting -Summer Activity -Evaluation of attendance -Daily HOF -Orientation -Discussion -MT Jul Aug Sep Oct Nov Dec -Summer Activity -Summer Activity -Home Coming day -Discussion -Picnic Points! -MT

2.McKinsey 7-S analysis Senior 2.2 l Structure formed with 1 president, 2 vice-presidents and about 25 general members KJSE member KJSE KJWA JKSE President Junior Vice-president Vice-president Dept Manager. Dept Manager. Dept Manager. Dept Manager. Only the president and vice-presidents discuss & decide Members Members Members Members The relationship is very strict. highly centralized organization !

2.McKinsey 7-S analysis 2.2 l Structure Member Allocation • General members are divided into several departments Div Choose what you want~ Div Div focuses on member’s motivation rather than ability

2.McKinsey 7-S analysis 2.2 l Structure Member Allocation • General members are divided into several departments Div Choose what you want~ Div Div Function Function Function After summer, they go back to Division structure However, changed into Functional structure in summer

2.McKinsey 7-S analysis 2.2 l Structure Points! - KJSE is supported stably by a KJWA - Highly centralized organization - Gap exists somewhat between juniors group and seniors group • - Members allocation by motivation rather than ability • - Member’s division and attributes are not • considered in forming ’Taskforce’

2.McKinsey 7-S analysis 2.3 l Systems Information System • They accumulate the information by just ‘Report’ Inefficient information system - The report assignments are randomly allocated - Merely, writer’s personal feeling about the event. Rather than the information about the process. • Someofficial reports are only accessible to the • president and not digitalized. Points!

2.McKinsey 7-S analysis 2.3 l Systems Evaluation System • Only just Penalty System. • The group’s penalty system is based on the attendance. - Only Penalty system exists, which is just checking attendance At the end of the year, KJSE punishes members who does not meet the attendance Performance assessment system does not exist Points!

2.McKinsey 7-S analysis 2.4 l Style About Top Leader - The quite a stubborn leader -Centralized decision making -Merely describing & persuading -Leader believe there was no conflict in his term now “members who have doubts and questions seem to understand the council's decision after he explains background information and situations” Points!

2.McKinsey 7-S analysis 2.5 l Shared Values Main Shared Values - Responsibility, cooperation, commitment, and openness - Lack of recognizing responsibility! But no special training session and opportunity to enhance responsibility - KJSE's president recognizes that members are not fully aware of shared value. - The way of emphasizing: President’s randomly addressing Top priority : Responsibility. Points!

2.McKinsey 7-S analysis 2.6 l Skills Stable funding - Stable Funding and Exchange could be competitive advantage. KJSE have stable fund supporting for their student activity from KJWA. About \ 2M! Strong Relationship with JKSE Stable exchange agreement with JKSE(twin org.) and Accumulated experience from their long history Points!

2.McKinsey 7-S analysis 2.7 l Staffing Recruiting - Needed for training program which can inspire members Consists of application form, interview, and Monitoring but Not considering Shared Values Training Program Don’t have any training program such as new members’ training, work skill, and language skill etc. Points!

3. Verified Key-Problem-Statements 3.1 l In Broad Context, Why we focus on the following problem? Spotted Three Problem Criterias. Statement 1 : Loss of Direction 1. KJSE’s strategic components is ambiguous. 2. Shared-values are not fully understood and shared among their members 3. Lack of Organization management brings about inefficiency to overall organization. Statement 2 : Difficulties in Sharing Common Values Statement 3 : Lack of Organized System

3. Verified Key-Problem-Statements 3.1 l In Broad Context, Why we focus on the following problem? Spotted Three Problem Criterias. Statement 1 : Loss of Direction Statement 2 : Difficulties in Sharing Common Values Statement 3 : Lack of Organized System

3. Verified Key-Problem-Statements 3.2 l Statement 1 : Loss of Direction Lack of specific mission, vision and strategic objectives Cause… 1. Members can’t check whether they’re doing right for KJSE’s objectives Members of KJSE can’t recognize why they’re doing such hard duties 2. Ex. Member confuse essential purpose of ‘Summer Event’

3. Verified Key-Problem-Statements Spotted Three Problem Criterias. Statement 1 : Loss of Direction Statement 2 : Difficulties in Sharing Common Values Statement 3 : Lack of Organized System

3. Verified Key-Problem-Statements 3.3 l Statement 2 :Difficulties in Sharing Common Values Our Shared-values are Responsibility, cooperation, commitment,and openness ! KJSE T_T Responsibility is most required ! But… 1. 2. 3. Inappropriate staffing could also cause the lack of shared value No formal training course to strengthen understanding of responsibility Insufficient communication between junior and senior members

3. Verified Key-Problem-Statements Spotted Three Problem Criterias. Statement 1 : Loss of Direction Statement 2 : Difficulties in Sharing Common Values Statement 3 : Lack of Organized System

3. Verified Key-Problem-Statements 3.4 l Statement 3 : Lack of Organized System 1. No compensation system Not enough motivation & inspiration. Just check if they are present or not on regular meeting Just only penalizing, 2. No assessment based on performance Also not enough motivation & inspiration

3. Verified Key-Problem-Statements 3.4 l Statement 3 : Lack of Organized System 3. Some operational Information is reported only for presidential group Same mistake occur in preparing regular event annually because of lack of process information • Not any opportunities for members to enhance • in terms of required skills among their activity. Low efficiency • 4. No training session Low efficiency & feeling of achievement

4. Recommendations Our Recommendations. Clear Strategy Sharing Common Values Successfully Organizing System Efficiently How do they help to solve the general problems of KJSE

4. Recommendations Our Recommendations. Sharing Common Values Successfully Clear Strategy Organizing System Efficiently How do they help to solve the general problems of KJSE

4. Recommendations 4.1 l Statement 1 Make or change whole Vision, strategic objective and Operational Plan. Make Specific & Clear Vision for KJSE. Mission (existing) To improve mutual understanding between Korean and Japanese students through cultural exchange Vision (New!) Members of KJSE obtain deeper understanding Of Japanese culture after working in KJSE

4. Recommendations 4.1 l Statement 1 KJSE has to Make or Change whole Vision, strategic objective and Operational Plan. 2. Develop new strategic objectives & operational plan 1. Hold Writing Test & The average score of the test held in Dec should be increased by 20% 2. Carry out Five event With Japanese student at least 5 times

4. Recommendations 4.2 l Statement 2 KJSE has to clearly state the shared-values from the stage of promotion and recruiting. • Shared-values aren’t stated in any of the recruitment • process, - Applicants can not fully understand KJSE’s needs Wrong applicant’s apply

4. Recommendations 4.2 l Statement 2 KJSE has to clearly state the shared-values from the stage of promotion and recruiting. Therefore • Clearly show what they think important on promotion • or recruiting process such as on leaflet, website - When screening applicants in recruiting KJSE has to evaluate them based on it’s shared values Could Select Proper People who have what they wants

4. Recommendations 4.2 l Statement 2 KJSE has to clearly state the shared-values from the stage of promotion and recruiting. Moreover - After recruiting, Execute training program regularly which address - By explaining the background of KJSE and why KJSE chose each member. Help them to understand shared-values more deeply

4. Recommendations 4.3 l Statement 3 KJSE has to change Assessment Criteria from penalty to compensation • People are motivated by reward • Rather than punishment ! Need to Add Compensation System! (existing) Penalty Step 1 Make objective evaluation criterias Evaluation (new) Compensation Step 2

4. Recommendations 4.3 l Statement 3 KJSE has to found Information Management System. The Data created through the preparing process would be helpful to future members Will lead current members to be effective - save their time and energy for data search in task. - prevent themselves from doing same mistake.

4. Recommendations 4.4 l How do they help to solve the general problems of KJSE By setting measurable objectives for group, the members could be aware what the direction of their activities is and how can evaluate that. 2. Trying to spread shared-values among all members will be helpful for enhance their cohesiveness reduce problems caused by misunderstanding. Effectiveness of KJSE would be increased by building a compensation system based on assessment including punctuality with MIS

Q & A

7S Analysis & recommendations For KJSE