Fast Track Couriers Pty Ltd
BSBINN601 – Lead and Manage Organizational Change
Assessment 1
Organizational Change
Case Study: Fast Tr ack Couriers Pty Ltd
Introduction
Organizational change management refers to transitioning people and processes to address a deficiency in the organization or take advantage of a newly discovered opportunity. The plan has identified two areas of the organization that will undergo the proposed changes.
1. Analyze Organisational Objectives to Identify Change Requirements for Fast Track Couriers
a. Identifying change requirements and opportunities
After reviewing the Fast Track Couriers organization's structure, mission, and present situation, the following areas of the organization have a need for change.
· The organization has to aim to enhance the market structure in more locations so that the firm can reach to more number of people within a short time. But, to develop this, the organization needs to have a better understanding of the technology, should know about the intention of the competitors, as well as requires support from the workers
· The Company has planned to develop the employment of technology like the GPS systems or the PDA to enhance the distribution systems of the organization. The organization proposes to expand the business in more metropolitan cities, which will ultimately increase the share of the company in the marketplace.
· The lack in the training sessions leads to some issues, so the organization is planning to change the systems to bring back the trust from the employees as well as to encourage the staff to yield higher product for additional profit.
· The employees need to take the process seriously to adopt the changes as soon as possible to bring better productivity for the organization that will help in the long run.
b. The link between the identified changes and firm strategic plan goals
Changes should be done by every organization to improve working structure, market share and etc. Fast Track Courier requires changes in their objective to achieve goals and increase profit share of the organization. The changes are required in Fast Track courier to
· Increase their market share in comparison to their competitors in the market.
· To reduce their operating expenditure to gain more profit.
· Changes are required for improving and increasing the number of services provided by Fast Track Courier (Cameron and Green, 2004).
· For increasing their profit rate organization has to increase the number of services provided by them and the work to increase the number of customers (Degen, n.d.).
· Changes are required for improving the quality of services provided by them so that they can increase their customers.
2. Review Organization’s current policies and practices to understand how they deliver against organization’s goals
The risks of the organization are relating to the practices, operations, and policies that have a major impact on the strategic goals. Initially, the risks are associated with the firm's investment as well as with the other things, which are mentioned below:
Impact on people:
The major problems are related to the organization's strategic goals. Until the staff feel secure and find the motivation from the work, they will not be able to work properly to give maximum productivity to the firm. The drivers of the organization feel that the installation of the PDA systems in the trucks prove that the organization does not trust them. The firm has additionally modified the policy for the drivers that one driver is appointed to a selected truck rather than two. This policy hurts the truck drivers and also results in the poor management process and bad working conditions.
Impact of the processes
The organization has planned to alter the systems for higher performance of the drivers. Due to the slow distribution method in delivery systems, the organization has decided to install the PDA systems, which are supposed to minimize the workloads and will deliver the products within a short time. Drivers think that the automatic gates, as well as the PDA systems, are affecting the delivery process due to the involvement of the man-handled unloading and loading services.
Impact of the Technology
The organization has planned to change the watching method by designing correct GPS systems as well as PDA systems within the firm. These devices are supposed to increase the protection method and will enhance the productivity of the corporate by providing higher services in less time. Drivers feel as the company doesn't trust them and are installing the devices and monitor their tracks. Unwilling to accept the changes within the organization that ultimately affects in the late delay of the products.
Impact of the structure
Most of the time, the General Manager of the organization is out of town and have no direct communication with the workers. It ends up in demotivating the workers as they are feeling helpless to share their views on the implementation of the policies. There is no such administration, control or workforce for the workers in motivating their spirit to work effectively.
3. Monitor external trends to identify events or trends which may impact the accomplishment of the organization’s strategic plan goals
There are two types of trends internal trends and external trends which affect the achievement of the organizational strategic planning and goals. Some of the external trends of the Fast Track Courier which affect their strategic planning and goals are as:
Consumers - The rapidly changing demand of the consumer make difficult for the organization to decide their goals and objective.
The economy of the country- The main factor which affects each and every organization strategic planning and goals is the nation’s economy.
Ethics- Ethics is the set of rules and regulation which every nation have regarding working condition and style of the organization. Every organization has to work as per the ethics mentioned by the nation and employees also have to work as per the ethics of the organization.
Legal- Organization have to work according to the legal procedure. The working style and the process have to be decided under the legal condition.
Political- Politics of country affect the organization working condition as well their goal.
Social - Organization should try to work without affecting the surroundings or the society in which they are located.
Technology - Organization has to be updated in technology they are using. Old technology can affect the performance of the organization. The organization should upgrade their technology and train their employees.
4. Major operational change requirements
Changes due to performance gaps
Organization operation can be affected by the performance gap of the organization as well as the employees. The performance gap is the difference between the current situation and the pretended situation of the workflow. To analyze the performance gap of the business the performance gap analysis process is done. Operational changes can be made after analyzing the performance gap of the business.
Changes due to business opportunities
Business opportunity helps the organization to know the present condition of the market in relation to their job. As per the demand or need in the market organization has to change their working or operation process. To achieve the goals the organization has to focus on the market changes in relation to their business.
Changes due to threats
There are different internal and external threats which affect the operation of the organization. External threats can be economy, politics, technology and etc and internal threats can be workforce, organizational policies, practices and etc.
Changes due to management decisions
Management decisions in the organizations are the decisions taken by the management regarding the working process, style, organizational policies, and practices. The operation process of an organization is affected by policies, practices and working style.
5. Specialist required for assisting the identified changes
The organization takes the help of an external consultant for identifying the changes required within the organization. An external consultant is used by the organization for the following
· To analyze the neutral view of the organization.
· To suggest the best practice for their organization.
· To give training of the knowledge and skill required for new projects or task of the organization.
· To identify the gap between the performance of employees and the business of the organization.
· To suggest the best way to the organization for improving their performance gap.
· To suggest an organization best way for achieving their goal with minimum expenditure cost.
6. Plan to Identify Who, When and How Stakeholder Managers will be engaged to review and prioritize the change requirements
When reviewing employees, you need to identify their current skills and the skills they may need in order to respond to change. Managers need information on employees, their skills, turnover and organizational performance, such as sales and profits.
A critical source of information in any organization is the human resource department. To change employee behavior, there are a number of organizational development techniques or programs that can be applied to improve attitudes, behavior and work relationships, all of which can help to improve productivity, quality of work, absenteeism and high turnover resulting from stress, fatigue, and boredom.
Conclusion
By the above discussion in the report the conclusion which can be stated is the changes required by the Fast Track Courier has to be made by taking into consideration the people, policies, practice and etc of the organization. The organization with the help of external consultant identify the reason behind the changes required and consultant has to suggest the best way of making changes in the organization with the minimum expenditure cost. The report is used to analyze the organization performance in relation to their people or employees, the process of working, the technology used by the organization and the system of their work. The report consists of the brief discussion on the external trends which affects the organizational objective and goals. The external trends can also affect the performance of the organization and their workforce.
Assessment 2
Develop Change Management Strategy
Overview of the Business
The Fast Track Courier business is an extremely reputed market participant that is concerned about making the delivery assignments within the New South Wales region. It has been delivering consistent performance within the marketplace for the past fifteen years. The major operations that the business is concerned in embody, the shipment of parcels.
The team of the Fast Track is always dedicated to its services because it believes in manufacturing the great for the customers.
Report on the changes of Fast track courier services
A brief analysis of the company's objectives to spot the required changes:
Change in goals:
Goal 1:
The main target of the organization is to accomplish the strategic goals and to maintain the operational factors to make sure a stronger business scale for the firm. The organization has aims to reinforce the market structure in additional locations to reach more individuals in a short interval.
But, to develop this, the organization must have a good understanding of the technology, competitors, support from the staff. When a firm makes it’s base strong in terms of technology, then it makes a tough competition to its competitors.
The advancement within the technological fields helps to induce a stronger value. Technology plays a key role in any organization.
The hurdles are common to every sector, however, the approach to solve makes the difference. Some try and resolve the matter by going deep into it, and few try to cut the cause. Therefore, technology helps to trace the details and even helps in case of emergency, which is the best part of this organization.
Goal 2:
Apart from tracking the records, the digital methods or approaches are helping the firm to collect the crucial data or information regarding the policies and other procedures that help in maintaining the systems perfectly. Policies are needed to be followed by every employee working for the organization. The technology additionally helps to envision the utilization of resources and offers an accurate report on this to the authorities.
Who:
The Company has planned to develop the utilization of technology, the GPS systems or the Personal Digital Assistant (PDA) to reinforce the distribution systems of the organization. The organization proposes to grow the business in additional metropolitan cities, which will, in turn, increase the share of the organization within the marketplace by delivering products.
This can solely be achieved by the economical workforce furthermore like developed or advanced technology. The company conjointly plans to expand its productivity reports by victimization the correct personal digital assistant knowledge. The slow distribution systems of the corporate turn out late delivery service to the users WHO will place a negative image on the others; therefore, the developers of the firm are trying onerous to decrease the delivery system by creating some effective changes.
How:
The lack in the training sessions results in some problems, so the organization is planning to change the systems to bring back the trust from the employees as well as to encourage the staff to yield higher merchandise for additional profit. The training programs are given to a group of people who are in need of that as the changes are not always easy to be adopted by all.
The employees are categorized and put in a different organizational structure to scale down the number of threats from the organization. In the end, it is an employee's responsibility to take the training seriously and adapt to it, so that the organization can provide better productivity
The link between the identified changes and firm strategic plan goals
|
Strategic goals |
A related change in goals |
|
To develop the business in additional cities, particularly in the metropolitan areas |
Goal 1 is about keeping up the implementation of the GPS system because they track the supplies and the deliveries in an efficient manner. The firm aims to attain higher productivity by improving the efficacy of the GPS systems, which will automatically enhance the scope in the marketplace. |
|
Plans to deliver medium and large size products within the delivery method to increase the market share by 7.5%. |
It is true that to increase the scope of the market or to open some options for delivering large size of products always needs technological support. To help the organization in a short time, technology must be used, this also increases productivity. |
|
Managing the employees by using the advanced versions of the technology. |
To improve the bond between the workers and track the records of them needs the right installation of technical tools, which will help to mark the process and will locate the location easily. The organization needs to have a better version of the GPS systems. |
|
To develop the workplace effectively and efficiently. |
Workers continuously need some motivation and easy services to deliver the products on time. The automated gate systems will help the drivers to a great extent. The manual labor will be reduced to a huge extent, and they will feel active to work for longer period. |
Analysis of cost
What are the requirements?
After analyzing, the firm has planned to install new technical tools, to extend the numbers of trucks and to alter the strategic implementation. When the changes are finished, it will require more amounts of money, human resources, and tools.
Lifting up new automatic gates, change in the style of technological tools and using commercial trucks will demand more cost from the organization. In addition to this, the firm has as well planned to increase the share market rate to 7.5% as a result of which they are expecting more profits for the organization. The organization has to spend more on fulfilling these requirements for the betterment of productivity.
Define the change of cost
Initially, the organization has planned to alter the policy of the truck drivers. The new policy has been changed from sending 2 drivers per truck to one driver per truck. The firm made the changes to bring benefits to the organization by increasing their comfortability.
The drivers are suggested to use one truck for one driver, and therefore the other drivers have to drive the new truck they purchase. The organization has additionally planned to bump up the number of trucks to increase productivity.
These novel trucks will facilitate the drivers to deliver within a short time to more areas, which will result in a positive manner. To minimize the delivery time, increase pattern of delivery the company has increased the number of trucks.
The addition of staff will demand or incur a value for the organization, which additionally attracts expenses. Extra charges are required to increase the delivery options. To develop the rate of productivity, the company is trying to set up new things, but special things cost more.
What are the risks?
The practices, operations, and policies that have a major impact on the strategic goals are under risk for an organization. The risks are associated with the firm's investment along with the other things, which are mentioned below:
Impact on people:
Most of the issues are related to the organization's strategic goals. Employees can only work properly and give maximum productivity, only when they feel secure. Results can be achieved as planned. Installation of the PDA systems in the trucks made the drivers feel that the organization doesn't trust them. This policy
Also, the policy for the drivers that one driver is assigned to a particular truck instead of two had impacted the truck drivers which resulted in the poor management process and led to bad working conditions
Impact of the processes
For better performance of the drivers, the organization has planned to change the systems. The organization has decided to install the PDA systems, due to the slow distribution process in delivery systems, which are supposed to minimize the workloads and will deliver the products within a short time. But, the drivers against this and they are thinking that the automatic gates, as well as the PDA systems, are affecting the delivery process due to the involvement of the man-handled unloading and loading services.
Impact of the Technology
By planning proper GPS systems as well as PDA systems within the firm, the organization has planned to change the monitoring process. These devices provide better services in less time, by increasing the security process and enhancing the productivity of the company.
But employees are against it because they thought that the organization has trust issues and hence, they are planning to install the new devices to track them.
Impact of the structure
The General Manager of the organization is out of town for most of the time and the direct communication with the workers is very low. Managers get the reports from other authorities regarding the work and make the changes for the workers.
This led to the demotivation on the workers as they were helpless to share their views on the implementation of the policies. For the workers, to work effectively, there is no such administration, control or workforce.
What are the benefits of every change?
With the change comes the benefits to the organization. The firm has planned to improve the technical tools like a change in the GPS system. GPS systems are useful in tracking the details of the employees, the direction of the vehicles as well as other essential information about the company.
Lifestyle has become so easy and charming with the advancement in technology. Finding the details regarding anything now is easy without wasting time. To avoid the unknown attacks and to maintain the workplace in a definite pattern, advanced tools are used in the companies. It is vital to install the devices like GPS and PDA systems within the firm, to maintain a secure workplace.
There are other positive impacts on the services due to the change in the systems, apart from the technical tools. After implementing new truck services in the company, these changes are possible. The delivery of the materials will increase, and the trucks will be able to carry some larger or medium size materials when the number of trucks is more.
As the drivers get enough time to deliver the products when the number of trucks increased, the workloads of the drivers will also decrease. As the driver will get sufficient time to communicate with each other while delivering the services, there will be less restriction on the time factor.
The efficiency of the work will also increase as a result of which the company will enhance the scale of productivity, with the rise in the trucks within the firm. As per the company's policy, the firm has decided to appoint one driver in one truck due to the increase in the trucks. Pressure on the drivers will be decreased this way. Employees will enjoy their work and feel motivated by the new changes.
Analyzing the benefits of the risks
|
Change |
Cost |
Risk |
Benefit |
|
Change in the GPS system |
Because of the installation of the GPS systems, the drivers feel that the organization does not trust them. |
As it is not possible to maintain the records in pen and paper, GPS will give proper information. With the new changes in the GPS systems, a clear idea about the competitors in the marketplace will be attained. | |
|
Including more number of trucks, |
Cost may be 6000000 |
while delivering the products to the regional locations within the next three years, the organization will face certain issues. |
The efficiency of the work will also enhance, with the rise in the trucks. As they have enough options to transfer the products of any size within the stipulated time frame, the delivery capacity of the organization will also rise. |
|
Driver policy change; One driver per truck |
May affect the salary process or wages |
Drivers are ready to accept the change that the firm has planned to make. Drivers are unsatisfied with the services and with the decision of the firm. |
Much of the tensions will be reduced by the change in the policy of drivers. They can easily use the resources and can fulfill the requirements on time. The issues related to the delivery process will reduce to a great extent. Workplace injuries will also decrease with the implementation of the new systems within the organization. |
Categorized changes
Structural changes
Changes are necessary for any organization. Changes must be accepted by the organization, but the changes should be by the strategic goals of the firm. Both the internal as well as the external environment of the organization must be changed. The company has to see all the possibilities that are associated with it while redesigning the structure.
With the rise in time, the goal of the firm needs to be changed; the organization has to build strength with others by implementing the new changes as well as accepting various procedures. Any of the changes in hierarchy, characteristics, and goals of the organization within the firm will fall under the structural changes. Therefore, it is necessary to watch the structural changes as the entire division of the company depends on these categories.
Process oriented:
Reviewing the processes that are implemented in the firm is very important. Checking the processes frequently will ensure better productivity for the organization and will allow the company to run smoothly. As there are several options to carry forward the process in an effective manner, the services that are already established in the organization needs to change.
People-oriented:
Changes made within the organization are employee oriented. Employees must adapt to the changes to yield great productivity.
Feasibilities:
As they are providing a huge number of options to change the present scenario, sometimes the changes are highly feasible. The changes might be costly, but once the changes are done, then the benefits will automatically come for the rest of the future.
Risks associated with the change’s requirements:
|
Change |
Risk |
Barrier |
|
Implementation of the GPS |
Few workers might not be willing to accept the change. New GPS system results might not be accepted by the old employees. It might take much time to train the employees regarding the new services, even if the workers are accepting the changes, which will again require much cost. |
Experts might sometimes not be available to train on the new devices to the employees. Employees are initially not ready to accept the change, as they don’t want someone to track them using the GPS systems. |
|
New automatic gates |
While loading and unloading, drivers face problems. To set up the structure, it needs a huge amount of money. |
During the setup time, the professional workers might face certain difficulties. They face issues while transferring from place to place, as new drivers are unaware of the facts. |
|
One driver is assigned to one truck. |
Chances of losing the old employees are more this way. When they are alone, drivers will be unable to release the pressure. |
The toughest things in every organization are to motivate the staff to accept the change. |
Strategies for the mitigation
To reduce the overall impact of the risk that is probably occurring in the organization, the mitigation strategies are required. It is always vital to develop a high-level of mitigation strategy; otherwise, the effects will be more like increasing staffing or reducing the shape. The processes that help in developing the actions to enhance the opportunities as well as to reduce the chances of threats are called risk mitigation strategies.
Assume: Assume a particular risk, and make some deliberate decisions to accept it without involving or engaging the special efforts to control it.
Avoid: program constraints must be adjusted to reduce the risk. Program adjustments can be accommodated by changing the funds, technical requirements or schedule.
Control: Implement the actions properly.
Transfer: Organization redesigning regarding accountability, responsibility, and authority.
Watch/monitor: Monitor the surroundings to see the effects of changes or impact of changes.
Change management plan
The change management system is adopted in the organization due to poor performances of the employees as well as managers.
a. Determine: It is necessary to determine what are the changes are required for the firm, from where the resources will come, how to implement the changes and what it will do for the target audience.
b. Brainstorm the ideas: After determining the factors, collect various ideas from various resources to reach a particular solution. Brainstorming helps in evaluating as well as analyzing the possible ways to get out of the problems
c. Decide the path to proceed: After brainstorming the ideas, decide the path to carry forward the process which will bring profits for the firm.
d. Write the necessary steps to follow: Step by step follow the procedure to avoid any unnecessary burdens while changing the system of the company.
e. Set the time: Maintaining the time is the crucial part of it would take much time to reach the goal.
f. Reflect the changes: The changes that are implemented in the firm should be beneficial for everyone who is working for the organization. Managers must make sure about changes in each department.
g. Identify risks: Risks should be identified within the time frame, else will be too difficult to manage them later.
h. Put the idea on paper: Write the strategies on the paper for better understanding and to maintain the document work.
What are the components of the plan?
a. Stakeholder management
i. Role of the main stakeholder: The top-level managers are coming under this category, and they are responsible for the entire change of the firm.
ii. Level of commitment: The commitment should be there at each level to avoid the risks.
iii. Problems: The main problems are linked with the drivers as well as with the stakeholders.
To avoid the risks of losing the connection with the stakeholders in the future, the firm needs to take certain steps.
b. Communication plan
i. Audience: The drivers and stakeholders are the targets
ii. Message: The information about the changes should reach everyone so that one of the workers will not face any issues while using it.
iii. Proper communication: The flow of communication should be maintained with the stakeholders during the changes, otherwise the firm may face some loses.
iv. How to do this: Communication can be done through meetings or personal discussion.
v. Who is responsible: Leaders are there in each group to pass the message.
Measuring success
The success rates are always analyzed for future perspectives.
How to maintain success report:
i. The format of the report: Every firm has a reporting method to maintain the changes that will occur in the firm.
ii. When-Monthly or yearly basis.
iii. Several copies are maintained.
List of resources
a. The firm needs experts to implement the changes.
b. The requirement of Training materials like books, pen, and papers.
c. Motivational speakers.
d. Bonus arrangement.
e. Advanced devices to handle the changes.
Review of the company
The organization always aims to build up the market share so to be preferred as the best choice by the customers. To facilitate some products and to offer better facilities to the customers, the company wants to change the delivery system. The company has always maintained a strong bond with the employees, and many such workers are with the organization for a long time.
The motto of the company is to build up the trust among the employees, as well as even with the drivers, and motivate them to work productively for the betterment of the organization. The changes made within the organization must be quickly informed to every member of different teams. The drivers are even are trained to accept the changes as the company doesn't want to leave a bad impression on the customers, and thus details are fulfilled in mind to satisfy the requirements.
Result of Survey
· Higher authorities are satisfied with the changes.
· Communication process becomes more flexible between the staffs.
· After the motivational speeches and classes, employees are happy.
· To carry forward the process, new technical groups are allotted.
Revised plan of communication
· Scrutinizing the old data.
· Analyze them properly.
· Fills all the gaps.
· See for alternatives.
- Arrange a meeting.
· Use proper communication channels.
Importance of stakeholders
1. They will give details information about the changes.
2. Proper communication and understanding will be maintained as per the requirements.
3. Financial details will be analyzed correctly by them.
Creative technique
· Improvement in an employee relationship.
· Personal meetings or group discussion.
· Healthy atmosphere.
How to maintain communication with truck drivers?
· Analyze their problem.
· Make effective decision to fulfill their demands.
· Explain to them the changes properly.
· Solve their issues in time.
· Frequent meetings must be arranged to know the details about them.
Conclusion
Several changes have been made to the organization, but have also faced resistance on the part of the workers. The firm has certain issues with the truck drivers regarding the implementation of the PDA and GPS system, which needs to sort out quickly. Otherwise, the company may lose some old staffs. The management needs to adopt a few things that are essential for employees like motivational classes, experts to teach about the advanced tools and other changes in the firm.
Assessment 3
Implement Change Management Strategy
Introduction
Fast Track Courier is a company who has operated in NSW due to last fifteen years at courier’s industry. Recently, the company tries to upgrade market 7.5% bigger. Therefore, the company will be updating technologies, processing, and their structures. In this report preparing the presentation, I will describe revised communication plan, amending original project plan, managing risk maintaining trust and security of employment for increasing market share by 7.5 % during the first quarter of 2016.
Survey
Please choose one of the following
1. Training: Is the training provided for usage of GPS/PDA devices helpful?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
2. Is the training provided for Automated Life Gates adequate for opening the trucks singlehanded?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
3. Role Clarity: Are the roles and responsibilities clear to the drivers with regards to usage of the devices on the trucks singlehanded
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
4. Trust: Do you trust the process and management implemented by the change management?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
5. Evaluation: Do you think your performance is being fairly measured?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
6. Leadership: Do you think the leadership is adequate and does it inspire confidence?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
7. Communication: Is the communication regarding the changes clear to you and do you think it is two-way?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
8. Procedures: Are the procedures conveyed to you clear and effective and are they easy to follow?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
9. Recognition: Does recognition for your performance seem fair to you?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
10. Do you think bonuses paid for short-term achievable goals are fair and rewarding?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
11. Diversity: Does company value and appreciate every individual’s differences?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
12. Teamwork: Do you think that teamwork is appreciated and encouraged by the company?
o Strongly agree
o Agree
o Neither agree or disagree
o Disagree
o Strongly disagree
Assessment 4
Written Assessment
1. Explain the change management process or cycle
Change management process is the sequence of steps that a change management team or project leader follow to apply change management to a change in order to drive individual transitions and ensure the project meets its intended outcomes. Organizational change management is the process of planning and implementing change in organizations in such a way as to minimize employee resistance and cost to the organization while simultaneously maximizing the effectiveness of the change effort.
Key elements of a successful change management process are:
- Identify What Will Be Improved.
· Present a Solid Business Case to Stakeholders.
- Plan for the Change.
· Provide Resources and Use Data for Evaluation.
- Communication.
· Manage and monitor Resistance, Dependencies, and Budgeting Risks.
· Celebrate Success
· Review, Revise and Continuously Improve
2. What are the strategies that can be employed while communicating and embedding change?
· A strong communication strategy, one designed to ensure engagement and to reduce uncertainty, guides the selection of effective methods to share information and educate employees.
· The best methods of communication and consultation depend on the stakeholder groups’ needs, identified through internal, responsibility assignment and stakeholder analyses, and determine the resources required.
· During the implementation stage of the change process, the strategies to increase the driving forces and overcome the restraining forces identified during the implementation planning need to be actioned.
· The activities to implement the change may be referred to as change interventions, which should be designed to improve the effectiveness of individuals, groups and teams, and their relations.
· To prevent people regressing to the old ways of doing things, managers can put in place new policies and procedures that formalize the processes, and monitoring systems to identify reversals.
· To manage barriers to change, communications strategies need to be implemented and monitored, organizational interventions need to be actioned and risk treatments applied. Counselling, rewards and recognition programs, and conflict management are also critical in managing issues.
· Gap analysis and regular meetings with stakeholders to discuss progress enable the identification of implementation and integration issues and the development of the steps to move forward to effect change.
· The solutions to identified issues need to be incorporated into the change plan, outlining the corrective actions required.
3. What external changes could affect the organization
There are two types of trends internal trends and external trends which affect the achievement of the organizational strategic planning and goals. Some of the external trends which affect an organization's strategic planning and goals are as:
Consumers - The rapidly changing demand of the consumer make difficult for the organization to decide their goals and objective.
The economy of the country- The main factor which affects each and every organization strategic planning and goals is the nation’s economy.
Ethics- Ethics is the set of rules and regulation which every nation have regarding working condition and style of the organization. Every organization has to work as per the ethics mentioned by the nation and employees also have to work as per the ethics of the organization.
Legal- Organization have to work according to the legal procedure. The working style and the process have to be decided under the legal condition.
Political- Politics of country affect the organization working condition as well their goal.
Social - Organization should try to work without affecting the surroundings or the society in which they are located.
Technology - Organization has to be updated in technology they are using. Old technology can affect the performance of an organization. The organization should upgrade their technology and train their employees.
4. Why do change management programmes fail? List 5 reasons
The main goal of the change management process is to ensure that standardized methods and procedures are used for efficient and prompt handling of all changes, in order to minimize the effect of change-related incidents upon service quality, and consequently improve the day-to-day operations of the organization. But few programmes fail because of the following reasons:
1. Poor Planning leads to Organizational Change for Failure
Leaders are often so focused on getting their “content” solution designed that they dive right into the design phase of organizational change without adequately doing the upfront planning work required. This leads to the effort up for failure right from the start.
2. Inadequate Support from Leadership
Organizational change does not succeed without leadership support. Leaders must model the change for the rest of the organization, in both what they say and do. They must be active, consistently supporting, communicating the benefits of the change to stakeholders and listening to and responding to their concerns.
3. Lack of Resources
Resource shortage is one of the most common reasons why organizational change fails in most organizations. Sustainment of change and adoption are long-term investments. Changes doesn’t occur just because an awesome solution was designed. It has to be implemented, and then tested, refined , and reinforced.
4. Priority Focus on Systems vs. People
Often, leaders focus more on the system changes than the people that have to make and live with them. While you need to have systems in place, it’s the people who matter most. New software implementation successfully is more about the people who will use it, install it, train it, and support it than it is about the system itself."
5. Inadequate Change Leadership Skills
Every issue within a given change initiative either gets prevented, solved, or caused by the skill of the change leaders in charge. In reality, we don’t adequately train our leaders to become competent change leaders. Leadership is a part of virtually all large organizations, but change leadership development is sorely missing.
5. Describe the components of a change management project plan
Project management plan creation starts in the concept phase and is finalized at the end of the definition stage of the project lifecycle.
Executive Summary
The section will define the purpose of the project, the objectives express as success criteria, which as a minimum would include time, cost and quality. It describes the overall procurement strategy, how the project is being broken into different contract packages.
Policy and Procedures
The section will describe the procedures that will be used to control the project. Typically, these could include:
1. A quality management plan; which describes how we will make sure the products are fit to propose.
2. A health and safety policy which will describe how safety risks are managed.
3. Project control policy which sets out how the project reports will be generated.
Schedules
This section describes in detail the schedules and logs that define the detailed plans for the project. It includes a high-level schedule, which highlights the key deliverables in the form of a milestone schedule. It should also include estimates of cost and resource requirements.
Resource Plans
At a minimum, each project should have a project sponsor and a project manager.
This section would also include:
1. The responsibility of the assignment matrix
2. Organization breakdown structure
3. Authority and delegation schedules
4. Role descriptions
Budgeting and Cost Management
Is the estimating of costs and the setting of an agreed budget, and the management of actual and forecast costs against that budget. Predicting with some certainty the rate at which the project is spending its funds is crucial to know whether the project is on track.
6. How do strategic plans assist organizations to achieve their goals?
Strategic planning will help you determine which activities we're doing are important and which ones are not. It serves the purpose of helping an organization do a better job because a plan focuses the energy, resources, and time of everyone in the organization in the same direction.
It does the following to assist the organization to achieve goals:
· Write a Vision Statement and review the targets.
· Write a Mission Statement and review vision, mission and objectives to keep the organization on the right track.
· Perform a Gap Analysis.
- Write SMART Goals.
- Monitor progress
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