2.4 Establishing Administrative

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Establishing Administrative Units

Establishing administrative units is one of the strategic services we offer to our clients, aimed at studying and analyzing the organizational structure to achieve optimal operational efficiency. This service includes assessing the current organizational structure of the company, identifying organizational requirements, and designing new administrative units that meet business needs and support strategic objectives. We use advanced analytical methodologies and innovative tools to ensure that the new units align with best practices and enhance organizational productivity by effectively allocating resources to achieve sustainable growth and competitive advantage in the market. Our methodology for providing this service can be summarized in the following points, which also represent our sub-services.

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Conduct a comprehensive study and analysis of the organization’s current organizational structure and its alignment with the strategic plan. The structure should support the organization’s lines of business (LOB) and strategic business units (SBU) to successfully achieve its strategic objectives. This assessment aims to ensure that the organizational structure enhances operational effectiveness and efficiency and directly contributes to achieving strategic goals.

Establish objectives and plans for the new administrative units to guide efforts toward organizational success. The objectives of the new unit should align with the overall strategy and be specific, measurable, achievable, relevant, and time-bound (SMART). Detailed action plans are then developed, outlining key activities and initiatives, assigning responsibilities, and allocating necessary resources. Through this structured approach, the new administrative units effectively contribute to achieving strategic objectives and promoting sustainable growth for the organization.

Specifications for the Objectives of the New Organizational Units:

Specific

Measurable

Achievable

Relevant

Time-bound

Identify and clarify the connection between the new administrative unit to be established and the existing administrative units to ensure effective integration and coordination across all parts of the organization. This linkage includes several essential aspects, such as organizational structure, information flow, distribution of responsibilities, and more. Defining this connection is crucial to ensure the success and integration of the new unit within the overall organizational structure, enabling the organization to achieve effective integration and harmony among all its units, thus enhancing operational efficiency and contributing to achieving strategic goals.

Job analysis is a vital step to ensure that roles and responsibilities are accurately and effectively defined. This involves collecting and analyzing data on the key tasks of each role within the unit based on the strategic objectives of the new unit and how it contributes to the overall goals of the organization. Multiple tools are used, such as interviews, questionnaires, and direct observation, to gather information. The data is then analyzed, and job descriptions are developed, including the main tasks. This analysis helps to determine the optimal job structure for the new unit and ensures a balanced and effective distribution of tasks, thereby enhancing the unit’s performance and contributing to its success within the overall organizational structure.

A set of policies and procedures has been established to organize the operations of the newly formed organizational unit, defining the expected behavior and performance of employees within the new unit. This contributes efficiently to achieving its strategic objectives. Initially, organizational policies are defined and developed, encompassing general values and guidelines for the new unit, reflecting its operational approach. These policies cover a wide range of areas including ethics, responsibilities, professional conduct, and employee rights and duties. Subsequently, operational procedures are specified to determine how work is executed within the new unit, including precise steps for performing various tasks, internal and external communication, conflict management, and regular reporting and assessments.

Organizational policies such as:

Values and general guidelines for the unit.
Ethical responsibilities and professional behavior.
Employee rights and duties.

Operational procedures such as:

Values and general guidelines for the unit.
Ethical responsibilities and professional behavior.
Employee rights and duties.

Developing capacities and competencies is a fundamental part of the organization’s growth strategy, enhancing its ability to achieve strategic objectives. This process includes several important steps, starting with identifying the training and development needs of both new and existing employees, based on the actual requirements to achieve the goals of the new unit. It also involves developing customized training programs that enhance technical and critical skills, in addition to strengthening leadership capabilities and effective communication within the team. Furthermore, individual and professional development of employees is enhanced by providing opportunities for continuous learning and professional growth, whether through internal or external educational courses, or by leveraging practical and knowledge-based experiences from colleagues. Additionally, fostering a culture of continuous learning and knowledge exchange within the unit contributes to building a conducive work environment for innovation and continuous development.

Defining strategic objectives for the administrative unit.

Identifying the gap between current team skills and the skills required to achieve the objectives.

Identifying training and development needs for employees.

Developing tailored training programs to enhance required technical skills.

Developing tailored training programs to enhance required soft skills.

Promoting individual development and continuous education.