Building an open and trusting (Theory Y) organization is a great achievement, but it can be difficult to maintain this culture over time. One effective strategy is for the chief operations officer to personally use every form in the company before it is installed. This includes requisition forms, long-distance telephone-call forms, and personnel department forms. By doing so, the chief executive can identify any unnecessary bureaucracy or inefficiencies in the system and prevent them from becoming institutionalized.
To further prevent institutionalization, it can be helpful to put someone in charge of anti-bureaucratization. They must understand the reasons for boundaries when it comes to decision making, and identify what is, and is not permissible within any branding guidelines.
This individual should have a strong voice, no fear, and a passionate hatred for institutions and their practices. It is their responsibility to identify new forms, staff departments, and reports that may contribute to bureaucracy or institutionalization. Whenever they identify such a practice, they should speak out against it and work to have it eliminated.
This approach can be effective in preventing the growth of bureaucracy and maintaining a Theory Y culture. By actively seeking out and eliminating unnecessary bureaucracy, organizations can remain nimble, innovative, and focused on their core mission. However, it is important to balance this approach with the need for structure and accountability. Organizations must find the right balance between bureaucracy and flexibility to achieve their goals while maintaining a healthy organizational culture.
In conclusion, avoiding institutionalization is critical to maintaining an effective and innovative organization. By actively seeking out and eliminating unnecessary bureaucracy, organizations can maintain a Theory Y culture and stay focused on their core mission. However, it is important to balance this approach with the need for structure and accountability to ensure that the organization remains efficient and effective over time.