Self-Management System

to empower human resources &

enhance organizational knowledge & culture
Mohammad Reza Hosseinian,
Lead Auditor & Lead Tutor of Management Systems, DNV, Iran
&
Pantea Jahangir,
Lecturer in Counselling Faculty, Islamic Azad University, Iran

Abstract:
This Article mentions to a unique technique to empower human resources and enhance organization

culture through a systematic approach based on PDCA concept as determined in Deming's cycle for

continual improvement process. The mentioned cycle includes 4 stages as Personal planning, Life skills

development, Self-assessment and finally Self-review.

Although this article has been prepared to introduce a method for empowerment of human resource, the

ultimate intention of this effort emphasises on the fact that development of individuals in any area is a

sub-base and can make needed development in upper levels like groups, organizations as well as

community.

Considering influences of human resource empowerment on enhancement of organizational knowledge &

culture, this paper introduces ‘self-management system’ as a beneficial tool which can be practically

applied and facilitate relevant processes when we actually talk about knowledge-management concept

and Nonaka-Takeuchi Model.

Key Words:

Self- Management, Management System, Systematic Approach, Deming’s Cycle, Plan-Do-Check-Act,

Introduction:

What do we mean by self? Why do we usually pay such attention to our performance? What are the

critical factors in our daily success or failure? How can we establish a suitable self-control system? How

can we be acknowledged about this issue? We can find the importance of such questions when we find

out that one of the needs for each individual is to be always under continual change and transition as

appropriate.

What is Self-Management System?

This system has been simulated based on professor Deming's cycle- innovator of Continual

Improvement Model- with Plan, Do, Check, Act stages (PDCA).

The logic of this model in self-management system says that in order to be improved and

achieving everyday success, each person shall pay attention to planning stage in his life at first. Secondly,

considering a successful life, he needs to develop needed life skills. Then he must assess himself to

recognize possible strength and weakness points and finally he shall review himself and take actions with

regard to mentioned assessment results to find out any opportunities for self-excellence. Figure 1 shows

these 4 principles in self-management system.

1- Self-Planning

Self
4- Self-Review Management 2- Life Skills
System Development

3- Self-Assessment

Figure 1- Four principles in self-management system

Systematic Approach- Stages & Levels

Systematic approach to self-management is a particular attitude which has different levels within

variety of individuals & it is extended from poor awareness to meeting whole principles. As a matter of

fact, the process to gain such belief is a time-consuming process. Everybody has a potential ability for

such thinking, but it needs required efforts and exercise. Totally, 4 stages can be taken into consideration

to gain needed skills and gradually develop such ability for self-management:

1st stage: You do not know about your poor awareness,

2nd stage: You know your poor awareness,

3rd stage: You grow and get result,

4th stage: You behave based on your knowledge.

Everybody can develop such approach less and more, but based on his start point, three level of such

thinking can be taken into consideration and each individual can be supposed in one of them:

1st level: Those who have such thinking by nature,

2nd level: Those who improve such belief and get needed intelligence,

3rd level: Those who do not have such thinking at all.

People in 3rd level are often influenced by the environment and most of their successes and

achievements are usually accidentally and with no previous planning.

Totally, stages and levels of systemic approach in self management cycle were introduced in order to

make the individuals familiar with the variety of this thinking and belief and help them to recognize his

knowledge and awareness.

The need for Self-Management System

Self management system can be introduced as a process for self-influence in order to create necessary

motivation for self-excellence. Since application of self-management can not be practicable without

taking into account consideration of any relevant group or even community, it is required to make needed

balance between self-management issues and any interests of group, organization and community.

Meanwhile, individual's right must be taken into consideration in group or community as well.
 In a group or community, self-management perspective can encourage individuals to recognize

their identity and discover their characteristics. It also helps them for more participation and making

needed Cinergy among groups or community.

The main intention in each group is to manage all individuals to think about their tasks and

activities conveniently and behave in right manner against possible challenges. Now, if we extend this

issue to a community, empowerment of community will be started with some processes which are

managed by individuals. So that individuals' empowerment leads to groups and organizations

empowerment and empowerment of groups and organizations result in community empowerment.

In fact, community empowerment emerges from a process of determination and inspiration of the

individual. Community empowerment involves a three stage approach which begins with psychological

empowerment of the individual (Zimmerman, 1999) and builds into what can be called an empowerment

pyramid as shown in figure 2.

Community empowerment literature parses out the levels of analysis at the individual,

organizational and community levels (see table 1). The foundation for community empowerment is

ultimately the empowerment of the individual. The empowerment of individual begins with an

individual's belief that what they are trying to accomplish is in fact possible. What begin to emerge are

the psychological aspects of empowerment as the foundation which is actually the main intention of

issues introduced in this article.

Community Empowerment

Organizational Empowerment

Psychological Empowerment

Figure 2- Empowerment Pyramid

 Table 1: A comparison of empowering processes and empowered outcomes
across levels of analysis (Zimmerman, 1999)

Level of analysis Process (''Empowering'') Outcome (''Empowered'')

- Learning decision making skills - Sense of Control

Individual - Managing Resources - Critical Awareness
- Working with others - Participatory behavior

- Opportunities to participate in - Effectively compete for resources

Organizational decision- making - Networking with other
- Shared Responsibilities organization
- Shared Leadership - Policy influence

- Access to Resources - Organization coalitions

Community - Open Government Structure - Pluralistic Leadership
- Tolerance for Diversity - Residents' Participatory skills

To investigate more about this analysis, impact of individuals' empowerment on community

empowerment will be studied by impact of individuals on organization and also organizations on

community empowerment.

Impact of individual empowerment on organization empowerment

Among different impacts which can be made in each organization by individuals, knowledge-

management concept and Nonaka-Takeuchi Model (1995) is the main subjects discussed in this article.

The basis of this model is around two sorts of knowledge as tacit and explicit. Another point in this

model is an "ontological" distinction between different levels of "entities" that operate in knowledge-

management, i.e., individual, group, organizational and inter-organizational level.

The knowledge-management spiral can be understood so that it starts from socialization, when tacit

knowledge and experiences are shared at the group level. This means a close interaction and collaboration

within a group. This socialization creates common understanding and trust within the group. The next

phase, externalization, is the central phase in knowledge-management. It means that tacit knowledge is

explicated and conceptualized by using metaphors, analogies and concepts.

 In this model, tacit knowledge is the basic source of innovation, but it must be explicated in order to

be transformed to knowledge that is useful at a group level and to the whole organization. Combination

means that already existing explicit knowledge is combined and exchanged. Finally, internalization

means that explicit knowledge at the group or organizational level must be internalized into individuals'

tacit knowledge and into action in order to have real effects in organization.

After internalization, a new round in the knowledge spiral can start again (figure 3).

Impact of organization empowerment on community empowerment

Totally, organization empowerment can influence community from two points of view:

a) Technological issues b) Social Responsibilities

Among technological issues, organization may empower community by two main approaches:

a1) research and development in organization a2) New technology from developed countries

In research and development approach, some efforts like developing new products, optimizing product

cost, establishment of R&D center, to make needed connections with universities, supporting practical

researches, to issue technical articles and brochures and many other efforts can empower community.

b- Externalization

Tacit Explicit
Knowledge Knowledge
(Individual) (Individual)

a- Socialization c- Combination

Tacit Explicit
Knowledge Knowledge
(Group) (Group)

d- Internalization

Figure 3- Nonaka- Takeuchi Model

 Also, in the approach for new technology from developed countries, organization can empower

community in some ways like: purchasing technical services and knowledge, to send employees abroad

for training and getting skillful, establishment of communication channels and many other ways.

On the other hand, from the social responsibilities point of view, organization can make the suitable

foundation to empower community in different ways like enhancement of organizational culture within

community, introducing job opportunities, supporting charity institutions, improving health and safety

level in local community, mitigation in use of non-recyclable resources, prevention of environmental

pollution, following legal responsibilities with regard to social issues and many other efforts.

Now, after being familiar with the concept of self-management system and the need to follow it, four

principles of this system will be described as ''Self-Planning'', ''Developing Life Skills'', ''Self-

Assessment'' and ''Self-Review''.

1- Self-Planning

1-1- Personal Policy

We play different roles in our daily life. These roles may be deliberately selected by us or be imposed

by the others or environment. Apart from origin of these roles, they influence on our accepted values and

to be influenced by them as well. On the other hand, both our roles and basic values leave an impression

on our personal policy and to be impressed by it as well. As we know, our policy includes our feelings

about how we want to be in our life. To be familiar with these triple connections (figure 4), their

interaction & influences can help us to recognize ourselves and see what is really most important to us.

Personal Policy

Roles Values

Figure 4- Triple connection of Policy, Roles & Values

 To provide a suitable policy, we need to prepare our different roles in our life and emphasize on

relevant values. Considering both of them, we can write our personal policy.

1-1-1- Characteristics of a personal policy

A suitable personal policy should include some characteristics as follow:

- To be derived from our real nature.

- To introduce our unique characteristics and particular capacity.

- To be great and based on defined principles.

- To include basic needs and expectation.

- To make necessary enhancement on life quality.

- To protect accepted values.

- To be relevant to our roles in family, work environment and community.

- To be documented in order to encourage us and not influence the others.

1-1-2- Statements in Personal Policy

There are some statements which can be included in each individual's policy:

- To receive peace of mind.

- To take pleasure in life.

- To go deep into spiritual issues.

- To make difference and distinguish.

- To participate in social activities.

- To make a successful family.

- To live truthfully.

- To be the first in the job.

- To support and empower the other human.

- To be effective and successful.

1-2- Personal Objectives

Goals and objectives are the most important drawing force in each individual's life for his self-excellence.

Your objectives define your viewpoint to the life and can demonstrate your personality. If you have great

objectives and try to achieve them, you are a great person with great personality. But if your objectives

are limited to some small and invaluable issues, your efforts will be automatically mitigated.

1-2-1- Objective's characteristics

To achieve defined objectives, following characteristics should be taken into consideration:

- To be clear current status against target defined.

- To be specific with no ambiguities.

- To be measurable.

- To make clear its needed motivation.

- To be time-bounded and traceable.

- To be accessible.

- To have a suitable plan.

- To evaluate the needed resources and possible limitation.

- To be divided into milestones.

- To define responsiveness against objective progress.

- To be documented.

As investigated, 45% of individuals who have specified their objectives, have been able to achieve them.

More interesting that 90% of people who have written their own objectives, have been successful to meet

them.

1-2-2- Setting Personal Objectives- Personal SWOT Analysis

One of practicable methods in setting of personal objectives is personal SWOT (Strength, Weakness,

Opportunity & Threat) analysis technique based on internal strength and weakness points of individual

and opportunities and threats in his outside environment.

1-2-2-1- An Example of Personal SWOT Analysis

In order to stipulate this personal analysis and to be familiar with setting of objectives based on

strength, weakness, opportunity & threat, Table 2 shows a typical matrix of SWOT for an individual

named Nima.

Nima has recently started his 3 month tentative period in a company with pharmaceutical and

hygienic products as marketing supervisor. Before that he had a somehow similar job in an industrial zone

far from his house. To be employed in this company is so important to him. Since, he will have better

income and better promotion opportunity. Furthermore, he has recently bought a flat and must pay by

installments to the bank for many years. Moreover, his second child has been born and he needs to

allocate more time for his family. Table 2 shows SWOT analysis for Nima based on his above mentioned

strength, weakness, opportunity and threat points.

2- Life Skills Development

After self-planning stage, second stage in this system is life skills development.

Life skills are those abilities which are required for each individual to interact with other individuals in

community. These skills are obvious issues in our life and needed tools to overcome possible challenges.

Everybody needs to know characteristics of each skill in order to find the way for his self-excellence.

As announced by World Health Organization (WHO) in 1993, life skills have been introduced as follows.

Self-Awareness Skill: Self-awareness means whatever individual knows about him and the

subsequent feelings he achieves. All of our activities are depended on our life satisfaction and also our

satisfaction in life is strongly depended on our self-awareness.

Copping with Negative Emotions Skill: Negative emotions are some feelings which can be

in the range of a minor irritation to a sever anger. Although such emotions are part of our life, they can

make serious problems toward our goals and objectives. Negative emotions usually include some feelings

like anger, anxiety, depression, grief,…

 Table 2- An example of personal SWOT analysis for Nima

Strength - S Weakness - W

1- Familiar with sales and 1- Not good at English

marketing skills
2- Experienced and skillful
In hygienic products
3- Relevant education
4- Good at computer practices
5- Creative mind
6- Respect and attention to
family
language
2- Poor experience & skill
in pharmaceutical
products
3- Poor communication
skill
4- Poor economic thinking
and skills
5- Over weight and poor
health attention

Opportunities- O SO Objectives WO Objectives

1- Options for developing 1- To introduce new methods 1- To attend in English lang.

business in pharmaceutical
products.
2- New plan of company for
E-commerce.
3- English language course
conducted by company.
4- Sport club near house.
5- Short distance between
house and office.
for E-commerce of the
Products.
(S1, S2, S3, S4, S5, O2, T1)
course ( W1, O3)
2- To allocate more time to
sport and going to office
on foot. (W5, O4, O5)
3- To get more familiar with
Pharmaceutical products
available in Iran and all
over the world through
internet network.
(W2, O1, S3, S4)

Threats- T ST Objectives WT Objectives

1- Not employed if not be 1- To try more and do the best 1-To attend in social
successful in 3 month during tentative period in communication skill
tentative period. the new job. (S1, S2, S3, course. (W3, T1)
2- Less time with family S5, T1, T2, T3, W3, W4) 2- To economize against
following his second child's 2- To allocate more time to be some unnecessary costs
birth. at home with family. (T3, W4)
3- Ever-increasing life's (T2, S6)
expenses.
 Problem Solving & Decision Making Skills: These skills are very important in our life. In

problem solving, we need to find a suitable solution against problems we faced and in decision making,

we need to select the best option among different available options.

To Cope with Stress Skill: Stress is a situation in which we need to adjust our usual

behavior. It can be an undesired event like ''loosing job'' or a pleasure event like ''a child born''. Copping

with stress is one of the most practical skills in our daily life.

Communication, Effective Inter-Personal Relationship & Empathy Skills:

communication skill is individual ability to interact with others in order to meet needs, expectations,

rights or commitments in an acceptable way and without trampling on the others' needs, expectations,

rights and commitment.

Creative Thinking Skill: Creative thinking is a skill which can help to both suitable

problem solving and decision making. By such thinking, variety of solutions and their consequences are

investigated and relevant issues are treated beyond the solutions experienced.

Critical Thinking Skill: Critical thinking is an active cognitive process which individual

apply it objectively to investigate relevant information. Nature of such skill mentions to falling into

suspicion in science. Critical thinking makes a balance between pessimistic and optimistic thinking.

Now, getting familiar with above mentioned skills, each person need to find suitable way to

develop these abilities and apply them in his individual and social life.

3- Self- Assessment

After discussion about self-management planning and also life skills development, now we need

to face ourselves and assess our life performance based on our different performance criteria. For

instance, whether our goals and objectives have been met or not or whether we have been successful to

empower ourselves against different life skills or not?

There are different methods of self-assessment which can be applied. Each method usually pays

to one or some of our different modalities.

3-1- An Example for Self- Assessment

Among different assessment methods, one of the most beneficial self-assessment is evaluation of

''needed balance between different life existential aspects'' or ''life wheel''.

Effective people usually pay needed attention for development of their different life existential

aspects. Since, to achieve variety of goals and objectives, they need to be powerful against their different

existential aspects. See balance and imbalance life wheels as shown in figure 5.

Right rotation of life wheel (as simulated in this concept) depends on needed balance between

different radiuses of this wheel. Equal qualitative and quantitative development of such radiuses (as life

aspects) means a stable and balanced wheel which is capable to rotate correctly and can cope with life's

ups and downs. Otherwise, unequal radiuses not only make an unstable wheel, but also result in poor

performance of other radiuses and lead to wrong rotation in the end. As an example, our life wheel can

include following 8 aspects (radiuses):

a) Scientific aspect b) Artistic aspect c) Communication aspect d) Economic & Financial aspect

e) Intellectual & Spiritual aspect f) Vocational aspect g) Affective aspect h) Sport aspect

4- Self-Review

Self-review is a force to maintain and improve the main believes and principles and provide a

suitable foundation for continual improvement. continual improvement means to plan, do, check and take

actions about whatever can make empowerment for individuals. This process is an ongoing process and

aim to review the current status and ensure its adequacy and suitability.

Imbalance Wheel Balance Wheel

Figure 5- Balance & Imbalance Life-Wheels
 Self-review is the forth process in the each individual's continual improvement cycle which need

to be taken into consideration after self-planning, life skills development and also self-assessment. So, it

is required for each person to review periodically (at least annually) his different life aspects and take

necessary corrective or preventive actions as appropriate. It should be noted that mentioned interval is

different from one person to another and may be in short or long time depends on his various life's

milestones. By the way, issues to be discussed (as inputs) to such review session are totally same issues

which are applicable to each individual.

Self-review aim to investigate necessary life's overall issues by a comprehensive way and is

totally different with daily detail issues which can not make sense in this regard.

Necessary inputs to self-review session are as follow:

a) Personal policy review is one of most important matters to evaluate how much it is relevant to

his mission and his roles and values within his life.

b) One other necessary issue in this review is to see to which extent objectives and programs have

been met in defined time frame.

c) Each individual's performance against different life's skills is one of principal matters and need

to be studied with regard to self-assessment results.

d) To evaluate needed balance in different personal and social life's aspects is taken into account

as one of critical issues in such review session

e) Any personal or social beneficial feedback which are received directly or indirectly shall be

conveniently measured, analyzed and validated.

f) Personal benchmarking and evaluation of individual's life compared to effective person's life

and achievements cost a lot and need to be seriously taken into consideration.

g) One other issue to be discussed is any main changes happened in his personal or social life

which may need to evaluate current status with regard to following impacts and consequences.

h) Needed follow up against any last decisions or previous discussions is one of most important

matters and need to be noted.

 Finally, it is required to make appropriate decisions after discussion about above mentioned

issues and relevant results achieved. There are some decisions to make necessary opportunities for

improvement.

As a matter of fact, such decisions as outputs of self-review are needed information and

beneficial inputs for re-planning of self-management system and personal PDCA cycle.

Application & Limitation

In general, human resources are one of the most valuable resources for each organization to achieve

high-performance and business-excellence. Mature organizations always look for potential talents of

human resources and try to empower them against pressure of business competitive environments. One of

the most useful business strategies for many world-famous successful organizations is trying to measure

and improve human resources productivity as well as enhance their organizational culture.

Culture is usually referred to as some common values near different individuals of a group like a

family, an organization as well as a community. Meanwhile, organizational culture like other types of

culture is an intangible issue and can not be easily recognized. It is like an ice-berg which only its top

appears and its most areas are hidden. As mentioned by organizational theorists, culture defines each

organization limits at first. Secondly, it creates a typical feeling of identity for individuals and finally

makes a commitment near employees against something beyond the personal profits. Totally, culture is a

control agent which can promote or keep away organization from business excellence. Among different

factors affecting on organizational culture, individuals are one of the most important elements.

As mentioned earlier, knowledge-management concept and Nonaka-Takeuchi Model is one of the

evidences that how individuals empowerment can influence organization empowerment. Considering

impact of individuals on organization culture, this model can also be taken into consideration as a culture-

management model which tacit and explicit culture near individuals and organization are actually the

main elements (figure 6). In fact, self management system, not only can facilitate some processes in

knowledge-management but also facilitate some processes in culture-management in general word. This

influence is specially highlighted when we are talking about processes for transforming individuals’ tacit
knowledge (or culture) to individuals’ explicit knowledge (or culture) and individuals’ explicit knowledge

(or culture) to group’s explicit knowledge (or culture).

As we earlier talk about impact of individuals on organization as well as impact of organization on

community (Empowerment Pyramid), considering concept of culture for all levels as individuals,

b- Externalization

Tacit Explicit
Culture Culture
(Individual) (Individual)

a- Socialization c- Combination

Tacit Explicit
Culture Culture
(Organization) (Organization)

d- Internalization

Figure 6- Culture-Management Model (Simulated from Nonaka- Takeuchi Model)

b- Externalization

Tacit Explicit
Culture Culture
(Organization) (Organization)

a- Socialization c- Combination
Tacit Explicit
Culture Culture
(Community) (Community)

d- Internalization

Figure 7- Culture-Management Model (Simulated from Nonaka- Takeuchi Model)

organization and community, following concept of culture-management for individuals and organization,

this concept can be extended to two upper levels as culture-management for organization and community

as shown in figure 7. As concluded by these two models, ‘self-management system’ has been the main

basis for culture-enhancement in community as well (as mentioned earlier).

Totally, by establishment, implementation of full cycle of self-management system, individuals can

involve in many issues more than before like definition and planning of objectives in organization. They

are encouraged to be more creative and innovative. They will understand more and more organization

challenges and pay needed attention to details. Individuals will be more careful and sensitive about

organization performance and can help for overall performance assessment. Finally, they will be more

capable to analyze results as well as decision making process and any corrective or preventive actions.

The limitations in applying this approach appear while empowerment of human resources is only one

of the factors affecting on business excellence of organization (and organizational culture). There are

some other factors like management commitment and objectives, reliable processes and operation as well

as needed infrastructures which can be effective in this regard and in case of any conflict, no promotion

can be expected. Nevertheless, main elements of self-management system have been made based on

logical management concepts and foundation.

Two management models have been prepared based on self-management system by authors which first

one mentions to some requirements in this model which can be applied by each individual in his/her own

life and also as an employee in each organization to establish, implement, maintain and improve his/her

performance. Second model can be applied as a guideline to be more familiar with the issues introduced

in requirement-based model.

Conclusion

In general, this research aims to emphasis on importance of self-management system while it can

empower individuals and individuals can empower organization respectively in different ways like

enhancing knowledge and culture within each organization.

Self-management system not only helps individuals to develop needed skills and create their

promotion, but also, makes necessary motivation for high-performance. This model can be applied by
individuals to understand more and more their real and potential abilities in order to utilize their talents

entirely, mitigate weak points and to be a more useful person as well as more mature employee when

he/she is taken into consideration as a member of organization’s human resources.

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