UiA is characterised by openness and active involvement from employees.
The purpose of the phases described below is to promote optimal collaboration. This contributes to a positive work environment, effective leadership, and better decisions and outcomes.
It is important that everyone understands where they are in a decision-making process. This helps to clarify when input is welcome, when formal participation rights apply, and when a decision has been made. As a leader, ensuring participation, communication, and transparency in the decision-making process fosters greater loyalty and ownership of the decision, even if not everyone agrees with it.
Decision-making processes at UiA consist of five phases:
- The idea phase
- The investigation phase
- The consultation phase
- The decision phase
- The implementation phase
The idea phase
Characteristics
This phase is characterised by having an idea where it is uncertain whether it should be implemented, which direction to take, or how the process towards a decision should be structured.
Purpose
By discussing the matter at this stage, it is possible to gather as many perspectives, arguments for and against, as possible before beginning the work.
Who
For each case, it must be assessed who is suitable to be involved in the discussion. The opportunity for influence during this phase is, and should be, very high. However, no one is entitled to participate at this stage. It is crucial to clarify that this is an idea phase to prevent anyone from becoming fixed on a specific solution. As a leader, you must also be cautious about creating overly high expectations by sharing ideas prematurely.
Communication forums
The choice of forums depends on who is affected and who has relevant expertise in the area.
Examples:
- Internal debate platforms
- Dialogue cafés
- Open debate meetings
- Discussions at unit meetings, leadership meetings, and professional groups
- Written inquiries to those affected or to internal or external experts
The investigation phase
Purpose
The purpose of the investigation phase is to thoroughly analyse and clarify the matter before making a decision. It must be assessed whether the case requires a formal impact assessment.
Who
Who handles the investigation will vary from case to case. If the matter affects multiple parties or involves interpretations of regulations or policies, the subject-matter expert should be involved in the investigation phase.
Methods of work
- Case investigations
- Working groups
- Consultations
- Presentations in management meetings
- Interviews with affected parties
- Consultation with internal or external experts
The Consultation Phase
Purpose
The purpose of the consultation phase is to ensure that the perspectives of employees are taken into account before a decision is made.
Who
In this phase, only the parties defined by the Main Agreement and/or Adaptation Agreement are involved.
Communication
The matter should be shared with the parties well in advance (usually at least one week) before meetings to ensure genuine influence.
Information, discussion, or negotiation meetings?
It must be determined whether the matter should be addressed at the faculty or organisational level. Negotiations must always occur at the organisational level.
Some cases should be discussed in the Working Environment Committee.
At this stage, the leader must consider, and seek advice on, whether the matter requires information or discussion under the Main Agreement (Ch. 3 §§17 and 18). If uncertain, consult the interim head of leadership and organisational development, Hans Petter Thorvaldsen.
The decision phase
Purpose
The purpose of this phase is to make the correct decision.
Who
It is essential to identify who has decision-making authority in each case. This may derive from the University Act, other legislation, central or local agreements, instructions, regulations, delegation decisions, etc. If uncertain, contact the relevant subject-matter expert in the central administration.
The decision-making body is responsible for determining who will ensure communication and implementation of the decision.
Decision-making body
Depending on the nature of the decision, it may be resolved by a board, a collegial body, or a leader.
The implementation phase
Purpose
To inform those directly or indirectly affected by the decision and ensure its implementation.
Communication
Letters should be sent to directly affected parties.
Information should also be shared with others if it may be of general interest, for example, via the intranet, general meetings, and/or management meetings.
To legitimise the decision, it is advisable to provide information about the process, the reasoning behind the decision, and the arguments for and against that emerged during the process.