Context
The Berufsbildungswerk München (BBW) is an institution of the district of Upper Bavaria for the vocational rehabilitation of adolescents and young adults with speech or hearing impairments. It comprises a municipal vocational school for special educational needs, its own training companies, a vocational preparation department, and accompanying specialist services. Organizationally, the BBW is affiliated with the school center in Munich-Johanneskirchen. The school center administration located there takes on central administrative, organizational, and infrastructural tasks for the institutions at the site—and thus also for the BBW.
The project was triggered by structural challenges within the BBW: personnel changes in management, complex interfaces between the departments involved, and an overall high workload. Structural anomalies in organizational structures and processes were also apparent in the school center administration, which plays a key role as a central interface, prompting a more in-depth examination.
The organizational review of the two institutions pursued a common goal: to examine the existing structures and processes for optimization potential and to derive concrete approaches for sustainable further development.
Approach
The first step was to conduct a comprehensive assessment. In addition to reviewing internal data on organizational structure, processes, interfaces, and personnel figures, 33 interviews were conducted across both institutions with a total of 47 participants, including managers, employees, representatives of the sponsoring organizations, and other relevant stakeholders on campus. In addition, a digital survey of employees enabled a broad perspective to be gained within the workforce.
This status quo analysis identified the key strengths and weaknesses of the organizations. These findings led to four overarching areas of action: (1) organization and structure, (2) documentation, information, and knowledge management, (3) communication and collaboration, and (4) (external) framework conditions. Based on this, concrete objectives were developed for each of the identified areas of action that systematically address the respective challenges. These objectives were underpinned by practical measures that are effective in both the short and medium term. All measures were bundled in a comprehensive action plan and translated into a structured implementation logic. The plan not only defines the timeline and content priorities for implementation, but also includes a prioritization of measures and a presentation of the expected resource requirements in terms of personnel and budget.
actori is currently actively supporting the implementation of the measures developed. A kick-off date was set for each measure to mark the start of implementation. As the process continues, the implementation of the individual measures will be supported by regular exchange rounds with the project management. This will ensure that the planned developments progress effectively and that organizational changes can be sustainably anchored in everyday life.
Impact
- The comprehensive organizational review of both institutions has now provided a viable and fact-based perspective for the future development of the Munich Vocational Training Center and the school center administration. The analysis not only highlights existing challenges, but also offers concrete, implementable solutions for a future-oriented organizational structure.
- The development of a structured action plan with clear goals, a timeline, and resource estimates enables targeted implementation. This ensures commitment to the further process and supports those responsible in prioritizing and conserving resources.
- The intensive involvement of employees through interviews, a digital survey, workshops, information events, and sounding boards ensures a high level of internal connectivity. This not only takes into account perspectives from all levels, but also creates trust and acceptance for the subsequent changes.
–
The project has been implemented by Sophie-Therese Mitterer, consultant, Rhea Elbing, consultant and Dr. Nora Pähler vor der Holte, Associate Partner.