Staffs’ Organizational Commitment at Archive and Library

Department of Bima District

Nur Anilawati

Master Program Study of Human Resource Development

Postgraduate School of Universitas Airlangga, Campus B. Jl. Airlangga No. 4-6 Surabaya, Indonesia

Keywords: Organization Commitment, Leadership, Staffs’ Motivation, Policy.

Abstract: This study aims at finding out the development of human resource in improving organization commitment

at Archive and Library Department of Bima District. It examines some factor, that including leadership,

staffs’ motivation, and policy. This study used a qualitative method with a descriptive analysis by giving a

picture of staffs’ organization commitment at Archive and Library Department of Bima District located in

Jl.Soekarno Hatta Manggemaci, Bima District, West Nusa Tenggara. Data collection was conducted by

using an observational technique, in-depth interview, documentation, and triangulation. This study involves

9 staffs at Archive and Library Department of Bima District which were selected with purposive sampling.

According to the evaluation result, staffs’ commitment towards Archive and Library Department of Bima

District was excellent. It was proven that no staffs wanted to resign from this organization. This occurred

because they accepted the organization’s goals, put efforts and were motivated to be a part of the

organization. The staffs’ leadership and motivation of Archive and Library Department of Bima District was

excellent. The reason of their decision to work in public institution (bureaucracy) was not based on

physiological needs, but safety and security needs as well as esteem needs and self-actualization.

1 INTRODUCTION

Archive and Library Department of Bima District is

an institution that has valuable sources about

cultures and advantageous knowledge for society. In

addition, Archive and Library Department of Bima

District also has vision and mission to “be advanced

in literacy informational literacy and archiving for

Bima society that put reading, developing and

archiving in advance”.

All of commitment in Archive and Library

Department of Bima District is very important

because commitment can make staffs be more

responsible for their job. Committed staffs will work

optimally since they put effort, thought, and time for

their job. Thus, what they have done will be in line

with the organization’s expectation.

Organizational commitment as defined by

Luthans (1995) is an act of staffs’ devotion and a

continual process on how a member of the

organization expresses their attention for the success

and goodness of their organization. Moreover,

devotion is indicated by three things that include (1)

strong willingness to be a member of an

organization, (2) willingness to put an effort for an

organization, (3) belief and acceptance towards the

values and organizational purposes. Motivation is

important because it is expected to make staffs work

hard and enthusiastically to achieve the high work

productivity. A person’s action is influenced by the

willingness of fulfilling the needs, purpose, and

satisfaction. This stimulus will boost people to do

their activity. According to Rivai (in Kadarisman,

2012:276), motivation is a set of actions and values

that influence individuals to reach individual’s goals.

Action and value are invisible components that

strengthen individuals to act in achieving the goals.

As Maslow explains in the motivation theory (in

Sopiah, 2008.173), motivation is a levelling human’s

need from the lowest to the highest level. Maslow

also mentions that human’s need creates a hierarchy.

The lowest hierarchical need should be fulfilled first

prior to higher hierarchical need. In order to

maintain commitment in an organization, leader’s

role is very crucial, and effective leadership

becomes the main requirement. Effective leadership

may help the organization to survive in ambiguity in

the future. Garl Yukl (1994) asserted that effective

Anilawati, N.

Staffsâ

Z Organizational Commitment at Archive and Library Department of Bima District.

DOI: 10.5220/0007553909130917

In Proceedings of the 2nd International Conference Postgraduate School (ICPS 2018), pages 913-917

ISBN: 978-989-758-348-3

913

leadership influences the followers to have higher

optimism, confidence, and commitment on the

organization’s purpose and missions. Thus, the way

leaders guide their followers influences their staffs’

organizational commitment. Therefore, board of

leaders in Archive and Library Department of Bima

consist of heads of library. He is helped by heads of

library, and heads of three sections to manage and

guide the library through various activity, such as

leadership or management according to each

leader’s speciality area. Specifically,the head of

library as a supervisor is in account to supervise,

establish, correct, and initiate the agenda in the

library department. Besides, the head of library is a

leader to build collaborative relation and co-

operation among employees. It is expected that all

each person will be able to move together in

achieving the goal through the willingness of

accomplishing the task efficiently and effectively.

Therefore, all plans in the library will be reinforced

for improving the quality of the library in general

and specifically to train the staffs do the task

operationally. It is interesting to notice that the

regional Archive and Library Department, as

governmental public organization, includes taffs’

motivation, leadership, and policy about the human

resource to create commitment. As a regional

governmental organization, civil servants in this

department always give optimal public services to

society.

2 METHODS

This study used a qualitative method with a

descriptive analysis by giving a picture of staffs’

organization commitment at Archive and Library

Department of Bima District located in Jl.Soekarno

Hatta Manggemaci, Bima District, West Nusa

Tenggara. Data collection was done by using an

observational method, in-depth interview,

documentation, and triangulation. This study

involved 9 subjects, such as staffs at Archive and

Library Department of Bima District that had been

chosen by purposive sampling.

3 RESULT AND DISCUSSION

3.1 Staff’s Motivation in the Archive

and Library Department of Bima

Motivation of the staffs in the Archive and Library

Department of Bima was based on one reason in

terms of why they decide to be civil servants,

purpose, and expectation of being a civil servant for

the first time. Work stability, suitability of education

background, and work insurance are the reasons for

them to be a civil servant. It is in line with the

argument of Kadarisman (2012 : 277) that says

motivation process begins from the needs. Then, it is

followed by reinforcement and goals. Other

informants said that they wanted to be a professional

civil servant by applying their expertise. According

to Maslow’s motivation theory (in Sopiah, 2008 :

173), there are some levels of the human’s needs

from the lowest to the highest. They range from

physiological needs, safety and security needs,

social needs, esteem needs, and self-actualization.

This shows that motivation that belongs to staffs

depends on the need of safety and security needs,

not physiological needs, esteem needs, and self-

actualization.

3.2 Leadership in the Archive and

Library Department of Bima

Leadership becomes one of key factors in

organizational activities and public sector. Rivai

asserted that (2004:2) leadership is an influencing

process or giving example to the followers through

the process of communication to achieve the

organization’s goals. On the other hand, leadership

is defined as thorough action for influencing and

reinforcing the effort to achieve the goals.

Conceptually, leadership is a process of giving easy

way to help others’ work more organized in a

formal organization to achieve the goals.

To find out leadership, the researcher proposed

some questions related to leadership as following:

A leader accomplishes their task by keeping

comfortable work environment, and as an example

of this, three heads of Archive and Library of Bima

is by doing the task based on the division,

socializing it, appreciating staffs, being open-

minded, sharing to the experienced staffs and

listening to the society’s complaints. As it is stated

Kouzes and Posner (1987) on their initially theory,

leadership is related to the ways of challenging the

process, ability of facing some challenges for the

ICPS 2018 - 2nd International Conference Postgraduate School

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organization’s development with some indicators;

using probability and taking risks.

In terms of leader’s support for their followers to

achieve the organization’s goals and how vision and

mission are socialized to all staffs, the findings show

that vision and mission are always socialized in the

first time of being a civil servant. Three heads in

those sections were assigned in early 2017 in the

Archive and Library of Bima, and they translated

vision and missions in every section to arrange

programs that will be ways to achieve the

organization’s goals and empower as well as utilize

the ability of staffs by combing all potentials of the

staffs. This is in line with the second explanation

about leadership developed by Kouzes and Posner

(1987) which asserted that members in an

organization should establish common vision with

several indicators, such as predicting the future and

involving others.

Information obtained from three heads of the

department in terms of whether or not leaders

reinforce their staffs’ motivation to work and guide

their productivity to achieve the target shows that

evaluation and confirmation on task division were

conducted monthly. According to the head of

counselling and promotion for the library, extra

refreshment and main course used as tips as a

tradition in the Archive and Library Department of

Bima to boost staffs’ motivation. This tradition is

not applied in other departments. From the head of

archive, it was stated that staffs’ need is always

facilitated by counselling and coordination after

being informed to the head of Archive and Library

Department of Bima. This finding is in line with the

third leadership from Kouzes and Posner (1987) who

said that keeping collaboration among the members

and strengthening the relation with the staffs are

factors that drive them to perform an action.

In terms of developing staff’s mindset and work

of the staffs, three heads in the Archive and Library

Department serve as role models. They themselves

are determined and consecutive at work. Aside from

that, they are also willing to guide staffs directly in

facing the challenge they encounter. This is in line

with the fourth leadership from Kouzes and Posner

(1987). Being a role model is an ability to be a good

leader that can direct followers to develop.

In terms appreciation and attention towards

staffs’ performance as well as leader way of

expressing feeling & attention, it was found that the

Archive and Library Department of Bima applies

reward and punishment to appreciate them. In a

meeting of staffs evaluation, staffs are given time to

give their opinion and express their feeling as well

as to innovate. This is in line with the fifth

leadership from Kouzes and Posner (1987) that

explained evoking spirit is used to incite individual’s

contribution and build common spirit. The

leadership factor in this case was based on the third

rank in the Archive and Library Department of Bima

which includes the heads of library section,

counselling and promotion section as well as archive

section.

The findings of this study show that leadership

from the heads of the sections in the Archive and

Library Department of Bima was great. This can be

seen from the conformity of reality and expectation

in terms of work and leadership of the leaders in the

sections.

3.3 Policy

To find out the policy of the Archive and Library

Department of Bima, the researcher proposes some

questions about work and position replacement, such

as professional track record as well as the researcher

asked for their reasons) and future plan of working

in other institutons. Moreover, the researcher also

asked for the government’s policy background for

placing them in the Archive and Library Department

of Bima and opinions about the government’s

objectivity in evaluating the staffs’ performance.

More than half of the staffs have moved to another

institution, while others have never moved to

another institution. There were more than half of

staffs having more than five year professional

experience. There were some staffs that never got

replaced from the first time they worked for 8 years.

Other staffs who had worked for 11 years never had

been moved. Moreover, some staffs who had

worked for 30 years got moved to other institution

twice. Once they were asked about the reasons on

their replacement of work, it was found that most of

them moved because of government’s authority. In

terms of government’s policy background, the staffs

were placed in the Archive and Library Department

of Bima because they were given opportunity for

other responsibilities and promoted.

4 CONCLUSIONS

As a result, the study show that commitment was

obtained by the staffs at Archive Archive and

Library Department of Bima District was high. It

was proven that there was no staff who wanted to

resign from the organization. It happened because

they accepted organization’s vision and mission,

Staffsâ

Z Organizational Commitment at Archive and Library Department of Bima District

915

worked hard, and got motivated to take a part in the

organization. The leadership of staffs at Archive and

Library Department of Bima District was

outstanding. In terms of staffs’ motivation, the main

reason of working for state-public institution was not

based on physiological needs. It is, however, safety,

security, self esteem as well as self-actualization that

have driven/motivated them.

Talking about facilities, archive and library

facilities were still far from sufficient since service

room and staff administration room are in the same

place. In addition, book and archive storage was not

well-arranged. Bima government was supposed to

solve this problem in order to facilitate the regional

Archive and Library Department since it was the

source of information that should not be

marginalized. This study examined the staffs’

organizational commitment that involved

motivation, leadership, and governmental policy.

The findings showed that the government’s policy

on the employment specifically staff placement,

assessment, and transfer applied to the staffs at

Archive and Library Department of Bima District

was not well-executed objectively. Therefore, it is

recommended that future research focuses on the

government’s policy in supporting the organization’s

commitment.

Diagram 1: The development of human resource in

improving organization commitment at Archive and

Library Department of Bima District.

ACKNOWLEDGEMENTS

The researcher thanks and gives honor to:

Prof. Dr.Budi Prasetya., Drs, M.Si, and Ibu Dr.

Sutinah, Dra, M.S, for support and guidance with

patience

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