Streamlining Operations Through Team-Based Restructuring: A Practical Approach to Organizational Efficiency at Natraj
The presentation outlines a thoughtful reorganization plan aimed at addressing current operational challenges within Natraj. The existing department model, where 4-6 person divisions handle both high-level strategic vision and day-to-day operations, has created bottlenecks during off-season periods and resource saturation during peak seasons. The proposed solution involves dismantling the current top-down departmental structure in favor of smaller, more focused teams of 2-3 people with clearly defined responsibilities. This approach aims to reduce the workload from approximately 20 tasks per group to just 5 tasks per team, allowing for greater efficiency and specialization. Six dedicated teams are proposed: First Responders (handling initial client inquiries across all channels), Sales Team (focused exclusively on raising invoices), Product and Client Relations (creating sellable products and maintaining client relationships), Marketing Team, Logistics and Operations Team (managing the sales-to-cash cycle), and Corporate Services Team (handling MICE and corporate travel). The benefits of this team-based approach include making task loads smaller and processing rates faster, easier regulation of team members, creating a more focused workforce, better integration with technological upgrades, and improved organizational agility. The presentation includes flow diagrams illustrating how these teams would interact with one another, showing information and responsibility flows between units. It concludes with a potential personnel allocation across the new structure, assigning specific individuals to each team. This reorganization represents a practical approach to streamlining operations, enhancing client service, and creating more specialized roles that can respond effectively to seasonal variations in business volume.
Streamlining Operations Through Team-Based Restructuring: A Practical Approach to Organizational Efficiency at Natraj
- 1. REVISING THE TEAM DYNAMICS IDEAS AND POSSIBILITIES
- 2. THE PROBLEM • OUR CURRENT STRUCTURE CONTAINS DEPARTMENT MODELS WHERE 4-6 PEOPLE ARE GROUPED INTO A DIVISION THAT IS RESPONSIBLE FOR WORKING STRATEGIES FROM VERY HIGH LEVEL OF VISION AND ALSO ENSURE 100% OF DAY TO DAY OPERATION. • WE ARE BOTTLENECKED WITH PROCESSES DURING OUR OFF SEASON MONTHS AND SATURATED WITH LIMITED CLIENTS DURING THE PEAK SEASONS.
- 3. THE SOLUTION • WE DISMANTLE THE CURRENT DEPARTMENT MODEL, TOP TO BOTTOM, CLEAR ALL RULES OF REPORTING AND CREATE A RATHER SMALLER CLUSTER OR TEAMS. • WE CHANGE 20 THINGS TO BE DONE BY A GROUP OF 4 - TO - TEAMS OF 2-3 WITH ONLY 5 THINGS TO DO.
- 4. WHY TEAMS MODEL? TO MAKE TASK LOAD SMALLER AND TASK RATE FASTER. TO EASILY REGULATE AND GOVERN MEMBERS OF THE TEAM. TO CREATE FOCUSED WORK FORCE FOR THE COMPANY. TO CREATE A BETTER TEAM TO INTEGRATE TECHNOLOGICAL UPGRADE WITH. TO CREATE BETTER AGILITY FOR CHANGES NEEDED WITHIN THE COMPANY.
- 5. WHAT TEAMS? FIRST RESPONDERS SALES TEAM PRODUCT AND CLIENT RELATIONS TEAM MARKETING TEAM LOGISTICS AND OPERATIONS TEAM CORPORATE SERVICES TEAM
- 6. FIRST RESPONSE HANDLES THE INQUIRIES AND CLIENT REQUESTS FIRST HAND IN THE COMPANY FROM PHONE CALLS TO COMPANY EMAILS TO SOCIAL MEDIA INQUIRIES, THEY WILL BE THE FIRST ONES TO RESPOND TO THE CLIENTS AND CHANNELIZE THE INQUIRIES THROUGH MULTIPLE CHANNEL OF SALES WITHIN THE COMPANY.
- 7. SALES TEAM THIS TEAM WILL BE THE ONE TO RAISE INVOICES IN THE COMPANY. BE IT THROUGH CORPORATE REFERRALS, HOOK-BACKS FROM FIRST RESPONDERS, WALK- IN CLIENTS OR FROM CORPORATE SERVICES, THEY WILL WORK ONLY ON RAISING INVOICES. IT COULD BE FOR TICKETS, HOTELS, TRANSFERS, LAND PACKAGES, CRUISE PACKAGES OR ANY OTHER SERVICE THAT IS BEING OFFERED BY THE COMPANY. THEY WILL HAVE PARTIAL OBLIGATION IN FACILITATING CORPORATE SERVICES TEAM DURING B2B SALES.
- 8. PRODUCT AND CLIENT RELATIONS THIS TEAM WILL BE RESPONSIBLE FOR CREATING PRODUCTS FOR THE COMPANY TO SELL. THE PRODUCT TEAM WILL ESTABLISH CONTACTS WITH RIGHT SUPPLIERS, ENSURE LOGISTICAL AND OPERATIONAL DETAILS AND WORK ON STANDARD PRODUCTS THAT ARE READY TO SELL THROUGH DIFFERENT CHANNELS. OUR PRODUCT TEAM WILL BE ASSIGNED THE RESPONSIBILITY OF MANAGING CLIENT RELATIONS: MEANING, THEY WILL WORK WITH OUR REPEATING CLIENTS AND ENSURE CLIENT RETENTION. SINCE RETURNING CLIENTS WOULD ALWAYS BE LOOKING FOR SOMETHING NEW, PRODUCT TEAM WOULD BE RIGHT TEAM TO CATER TO OUR RETURNING CLIENTS, AS THEY WOULD BE CONTINUOUSLY WORKING ON SOMETHING NEW.
- 9. LOGISTICS AND OPERATIONS THIS TEAM WILL BE RESPONSIBLE FOR EVERYTHING REQUIRED IN THE PROCESS OF SALES-TO-CASH OR CASH-TO-PAYMENT CYCLE. FROM RECEIVING BILLS, TO ISSUING RECEIPTS, TO PICKING/DROPPING DOCUMENTS, BANK ERRANDS, ORDER DELIVERIES ETC. ADD ON TO THAT, THIS TEAM WILL BE RESPONSIBLE FOR FACILITATING OUTBOUND SALES IN REGARDS TO DOCUMENT COLLECTION, VOUCHER ISSUE/DELIVERY, FILE/RECORD MANAGEMENT AND PAYMENT COLLECTION.
- 10. CORPORATE SERVICES • THIS TEAM WILL CATER TO MICE AND CORPORATE TRAVEL SERVICES. • THEY WILL WORK TO ESTABLISH RELATIONSHIP WITH NEW BUSINESS, RETAIN EXISTING BUSINESS AND FULFILL CORPORATE TRAVEL REQUIREMENT ON BEHALF OF THE COMPANY. • . THEY WILL MAKE SALES CALL, ATTEND OFF-PREMISE MEETINGS, MAKE BIDS AND ATTRACT VOLUME TRANSACTIONS.
- 11. Product and Client Relations Marketing First Responders Sales Team Logistics and Operations Creates Ready to Sell Products Promotes them in Social Channels Caters to Customer Inquiries, Make Sales Raises Invoices, manages sales Caters to Logistical & Operational details
- 12. Corporate Services Product and Client Relations Sales Team Logistics and Operations Makes Sales Call, Get Corporate Leads Facilitates in Product and Service Standard Raises Invoices, manages sales Caters to Logistical & Operational details
- 13. First Reponders Sales Team Product and Client Relations Logistics and Operations Corporate Services Marketing Customizable Inquiries Returning Clients Corporate Leads, Comm from Corporate Clients Campaign Feedback, Lead V/s Conversion Receives Sales Order, Serious Inquiry Collection/Errand/Pic kup Requests & Calls
- 14. Product and Client Relations Sales Team First Responders Corporate Services Marketing Ready to Sell Products and Details Product Plan and Campaign Idea Ready to Sell Products and Details Custom Products and Costing Details
- 15. First Responders Rohita Basanta Sales Team Trishala Kopila Amar Product and Client Relations Gaurav Sunil Moderation & Coordination Aashish Logistics Team Hari Dai Rameshwor Corporate Services Buddha