Assessment 1 

1. Explain the key phases of a change management process.

Following are the five key phases of a change management Process:

• Prepare the organization for change
• Craft a vision and plan for change
• Implement the changes
• Embed changes within company culture and practices
• Review progress and analyze results

2. Explain three reasons why an organisation might initiate change.

Organization can change for the various reason. Following are three reasons that why an organization might initiate change.

• Performance Gaps: The organization's objectives and destinations are not being met or other authoritative requirements are not being fulfilled.
• New Technology: Identification proof of new innovation and more productive and efficient strategies to perform work.
• Reaction to Internal and External Pressure: The management and workers, especially those in coordinated associations frequently apply pressure for change.

3. Explain force-field analysis as a model for understanding the change process

Force-field analysis is a technique in which it is explored what is and how to use it. It also identifies, discusses and documents the factors that support the change. 

4. Explain the key premises of the Burke & Litwin organisational change model and its application to the change process.

The Burke Litwin Model of Organizational Change depends on surveying hierarchical and ecological components, which might be adjusted to guarantee a fruitful change. 

Following are the 12 components are assembled by the component gatherings and are associated with one another.

1. External Environment 
2. Mission and Strategy
3. Leadership 
4. Organizational Culture 
5. Structure 
6. Systems 
7. Management Work Methods 
8. Working Climate 
9. Skills and Tasks 
10. Ethics and Values of Individual 
11. Level of Motivation 
12. Team and Individual Performance

5. Discuss the purpose of Kotter’s 8-step change model and the steps involved. Explain each of the steps involved.

John Kotter developed the "Kotter's 8 Step Change Model" to increase every individual ability to change and to improve their chances of success.

The 8-steps for successful organizational change management are:

• Establish a sense of urgency
• Form a guiding coalition
• Develop a strategic vision & initiatives
• Convey the vision for buy-in
• Empower others to enact action
• Generate short-term wins
• Sustain acceleration
• Incorporate changes into the culture

6. Explain two strategies that can be used to effectively communicate and embed change during an organisational change process.

Following two strategies that can be used to effectively communicate and embed change during an organization change process.

1. Being clear and honest in the communication with the employees and
2. explaining to the employees how they benefit when the change process succeeds.

7. Explain how external environment can impact on change strategies.

The change process is affected by the external factors, such as the weather, customers, politics, and competitors, affect the change process in various ways. 

8. Explain the importance of a participative management style when implementing organisation change.

 When the managers participate in the change process, then the employees respect the process and do what they are asked to do. They can freely ask the questions and learn fastly for achievement of the goals. 

9. Explain two aspects of organisational behaviours that can impact on organisational change.

Following are the two aspects of organizational behaviors that can impact on organizational change:

• Organizational Culture: the culture of the organization consist of values and motives which contribute to the environment of the organization. As the employee feel respected then they become more responsible towards their work. 
• Incentive System: when there is a system of solid reward then the employees feel more motivated. Once the system is established then it becomes important for the employees to perform well. HR journal purpose that there are following types of pay: performance related pay, profit related pay and share ownership. 

10. Describe five components that may be included as part of a change management plan.

11. Explain three reasons why individuals or groups within an organisation may resist change.

Include at least one suggestion of how resistance can be overcome for each of the areas you identify.

Following are three reasons that why individual or groups within an organization may resist change. 

• Lack of proper communication: if the communication is not done with the workers related to the change that is needed then it can become resistance. 
• Rapid and extent of change: if the changes are minor then the resistance will be minimal.
• Emotional turmoil: One of the major reasons for resistance centers on the emotional turmoil that a change may cause, especially if the past experiences with changes have not been positive. This results in misunderstanding and lack of trust so that even when the change is well intended; its significance is misinterpreted, leading to resistance.

Following is the one suggestion that how resistance can be overcome for each of the areas you identify.

• The first strategy is to communicate for overcoming the resistance to change. 

12. Discuss at least three barriers to organisational change.

The key to successful change is in the planning and the implementation. The three greatest barriers to organizational change are most often the following.
1. Inadequate Culture-shift Planning

Most of the some companies are good in planning the changes of the organization. Organizational charts are revised over and over. It becomes easy to lose sights when planning team is too narrow or too focused on an objective. On the basis of feelings and institutions people at workplace make many decisions. 

2. Lack of Employee Involvement

People have a fear of change. Person’s fear will depend on how much change is made. As employees will understand the reason for change and the opportunities arrived due to change. Then they are more likely to accept the change. 

3. Flawed Communication Strategies

Ideal communication strategies in situations of significant organizational change must attend to the message, the method of delivery, the timing, and the importance of information shared with various parts of the organization. Many leaders believe that if they tell people what they (the leaders) feel they need to know about the change, then everyone will be on board and ready to move forward.

13. Discuss at least two strategies to address barriers to organizational change. Following are the two strategies to address barriers to organizational change:

• Self-interest

As a result of change, someone believes that they may lose something that is valuable. Rather than focusing on the best interest of the organization, people prefer to focus on their own self-interest. 

• Misunderstanding and lack of trust

A lack of trust between the manager and the worker can lead to misunderstandings. 

Assessment 2

1. Research best practice change management strategies.

Thoroughly review the case study information provided above. Analyse the company’s organisational objectives and consider the strategic changes needs that will need to occur based on strategic objectives.

Review Samson Media’s current human resources policy and procedures, their strategic objectives and the need for change. In the light of the changes required to the organisation, consider changes that may need to be made to the human resources policies and procedures. Make notes for use in your briefing report.

Using the Internet, research change management, issues and practices, including barriers that can impact on change, and best practice change management strategies. Make notes for inclusion in your briefing report and to assist you in identifying best practice change management strategies for Samson Media.

You will also need to identify the sources of the information you access for your briefing report to show that you have identified expert guidance on change management. So, make notes on all the sources of information you identify and use. You should identify at least three sources of information that could be considered to be expert sources.

Monitor Samson Media’s external environment by researching and analysing trends in magazine publishing and online magazine readership, and their impact on Samson Media’s organisational objectives as set out in the scenario information. This should also include a PESTLE analysis, reviewing political, economic, social, technology, legal and environmental factors. Make notes on the sources of information and your general findings for inclusion in your briefing report.

Consider major operational change requirements and recommended order of priority based on your review of the scenario information and human resources policy and procedures. Make notes for use in your report.

Background

The publisher of several upmarket fashion market is Samson media. Readers of the magazine are of age group 35-54 years old women

 Key Issue: Readership has fallen over the last two years.

Why?

Due to fallen part, the competition is available within the market that includes the fashion magazine. 

Outcomes of the encountered issues: profit has been fallen by 20% 

New CEO Amir Johnson new strategies:

New strategic plan:

- Return on capital is increased to 8% within 2 years

- Magazines needs to be converted to digital format

- Printing and distribution sites needs to be closed. 

Head office needs to be moved to smaller office. 

• General Manager: $200,000
• Finance Manager: $150,000
• Marketing Manager: $150,000
• Customer service manager: $100,000
• Customer service assistant: $240,000 (total salary costs for each journalist is $80,000) (2) -

$100,000 (total salary costs for each assistance is $50,000)

• Online Marketing Coordinator: $120,000
• Human Resources Manager: $110,000
• Editor: $85,000
• Art Editor: $80,000
• Journalists (3): $270,000 (total salary costs for each journalist is $90,000)
• Graphic designers (2): $240,000 (total salary costs for each journalist is $80,000)
• Editing Assistant (2): $120,000 (total salary costs for each assistance is $60,000)
• Photographer (2): $150,000 (total salary costs for each assistance is $75,000)
• Senior Designer (2): $260,000 (total salary costs for each journalist is $120,000)
• Senior Production Controller: $95,000
• Printing and distribution (20 staff): Total $1,000, 000

2. Develop change management briefing report.

The purpose of the change management report is to identify change requirements and opportunities and to inform the development of the change management plan.

The report will also include a section on risk management to ensure that the company is ready for all contingencies.

Use the Briefing Report Template to guide your work.

Your briefing report must address:

•   An overview of the current situation facing Samson Industries including:

o Analysis of the company’s organisational objectives and identification of strategic changes needs.

o  A review of the current human resources policies and procedures and practices at

Samson Media against strategic objectives and report on required changes.

• An analysis of the external environment relevant to Samson Media and its objectives, including events/trends that impact on strategic objectives, including trends in magazine publishing, as well as trends in on-line magazine readership. Your analysis should reflect a PESTLE analysis approach, reviewing political, economic, social, technology, legal and environmental factors.

• An outline of the major operational change requirements for Samson Media based on your analysis and review, as well as recommended priorities for change.

• Sources of information you identified about best practice change management strategies, as well as an overview of best practice change management strategies. Summarise each source of information and briefly outline how it has assisted in identifying major change requirements and opportunities.

• A cost-benefit analysis of the high priority change requirements and opportunities. Research and document any costs for the change requirements you are recommending.

• Recommended communication and education strategies to inform all stakeholders of the change, as well as promote the benefits of the change.

• Risk analysis of the potential risks/barriers to change for Samson Media and strategies to overcome risks and barriers to change. In identifying risks and barriers to change and solutions to address these, you must demonstrate high-level problem-solving skills to identify all possible risks, as well as innovative approaches to risk mitigation.

Briefing Report

Samson Media 

Change Management Briefing Report

Introduction:

The publisher of several upmarket fashion market is Samson media. Readers of the magazine are of age group 35-54 years old women. 

Company’s organizational objectives and identification of strategic changes needs: 

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

External environment analysis

Imperative information with reference to PESTLE analysis is workable in the form of table are assumed below:

PESTLE	Explanation
Political	Incessant and unusual variances of Taxes and Duties over import/fare of crude materials straightforwardly influence the nearby footwear creation.
Economics	After the foundation of harmony, Sri Lankan economy developed quickly. So with the impact of that ideal changes occurred in every one of the financial areas including creation market.
Social	Samson Media is anticipating satisfy the various prerequisites requested by the buyers as per the assortment of their way of life, raise, age, religion, proficient and economic wellbeing and way of life.
Technology	Samson Media is consistently using the advanced innovation to plan and create footwear. They are particular as producers of Sports and School shoes utilizing hello their tech infusion shaping apparatus.
Legal	Must not get in some legal trouble.
Environment	Samson Media need keeps controls in the space of unpredictable and having diverse natural compound in order to create reasonable items to meet purchaser's commitments.

Sources of information on change management and best practice approaches 

Sampson Media Objective: - 

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

 Sampson Media Required Change Need based on Objective: - 

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Risks and barriers to change and strategies to overcome these

Risk description	Likelihood	Impact	Priority	Preventative Action/Contingency Plan
Resistance	Medium	High	High	Resistance to change is a common risk factor.
Technology	Low	Medium	Low	Technology Enhancement is required.
Employee	Medium	Low	High	Employee resistance is need to be change.
Forcing Change	High	Medium	Medium	For increase high competition in market.

Major change requirements

Sampson Media Required Change Need based on Objective: - 

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Cost-benefit analysis

Current Expenses before the changes: - $1,700,000 

Total Expenses: -$500,000+$600,000 

Benefit: $1700, 000-$1100, 000 600,000

Recommended communication and education strategies

• Focus on the issue
• Rather than manipulative, be genuine
• Affirming responses needs to be used
• Be flexible 
  

3. Send an email to the CEO and Senior Management (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment and ask for an appointment to discuss the report and to provide input into the change management process.

Attach your change management briefing report to the email.

To: Assessor,

From: 

Subject: Attaching the change management briefing report.

Dear Assessor,

The mail is to inform that brief report for the change management has been prepared. The report includes the following points: 

• The purpose
• Issues
• PESTAL Analysis.
• Risks and barriers
• Major management change.
• Cost-benefit analysis
• Recommendations.

The report is attached to the mail. Kindly find the attachment. 

Thank You,

Best Regards,

4. Participate in a meeting with the CEO (your assessor)

You are required to participate in a roleplay meeting to discuss your briefing report and risk assessment prior to developing a change management project plan and communication and education plan.

At the meeting, carefully explain each part of your briefing report and risk assessment, including best practice change management strategies and the expert sources of advice you identified to establish the best practice change management strategies.

Seek input on the change requirements/opportunities you have identified, including your recommended priorities for the changes.

Your assessor will provide you with feedback, which you must use in the development of the change management plan, as well as communication and education plan.

During the meeting, demonstrate effective communication skills including:

•   Speaking clearly and concisely

•   Using non-verbal communication to assist with understanding

•   Asking questions to identify required information

•   Responding to questions as required

Using active listening techniques to confirm understanding.

Date: 07-11-2021

Time: 12:00 PM

Participants: Project Officer, CEO

Project officer: Hello Sir. How are you?

CEO: Hello. I am fine, lets start with the meeting

Project officer: Briefing report for upcoming project. The mail is also sent regarding the report. The discussion on the criteria that should be focused needs to be made in order to make the project successful. 

CEO: sure! I have read the report. The work is to be done on cost. Rest of the report is good. 

Project officer: Thank you, sir! Your permission needed to carry the project forward. 

CEO: Yeah, sure. 

Project officer: Thank you, sir

5. Write a draft Change Management Plan

Your plan should set out all aspects of the recommended changes, and include the following:

•   An introduction: project background, links to the company’s strategic goals and other

changes that are occurring in the company

•   The project sponsors
•   The project’s objectives
•   What the change process will achieve
•   Principles that underpin the change plan
•   Ethical issues that need to be considered
•   Main elements of the Change Plan
•   Change drivers, constraints and risks
•   Key shareholder analysis
•   The company’s readiness to change
•   Key change messages
•   Change elements
•   A change plans
•   Project reporting arrangements
•   How the changes will be consolidated
•   How the changes will be evaluated

Use the Change Management Plan Template to guide your work.

Samson Media

Finalized Change Management Plan

Introduction:

The publisher of several upmarket fashion magazine is Samson media. The age group that reads this newspaper is between 35-54 years old women. 

Project Sponsor: 

Samson Media project owner: john 

Project Objectives -

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Change Objectives and Principles 

Benefit after change process:-

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Rationale for the Change

Key drivers for change are:

• Globalization
• ICT implementation

Key constraints for change are:

• Cost
• Risk
• Benefits
• Quality
• Scope
• Time

The risk associated with the change process

• Financial risk
• Operational risk
• Management risk

Key Stakeholder Analysis

Stakeholders is defined as the people that are directly or indirectly associated with the organization. Following are some of the stakeholders of Lonsdale Fitness, who get affected by the change.

Stakeholders	Needs	Media to communicate	How frequently/ Communicate
John	Project owner	Email-	As per requirement related to project progress.
Mark	IT officier	Email:	As per the requirements on project progress for getting IT services/ tech issues.
Kylie	HR Manager	Email:	As per the requirements on the project progress to hire the contractors or in order to reduce or hire the staff for project.

Identify Change Elements 

Structure/processes:

In the design of the organization, there will be a change as the staff will move from perpetual to transitory staff. 

Performance measures/Timeframes:

For the successful change, the KPI must be executed for overhauling the work duties.

A change is required for executing the change for facilitating the change, all the stakeholders’ needs to be responsible by using appropriate resources. 

Impact on workloads:

Sets of expectations to be conveyed. For guaranteeing the sufficient information, the organization has an improvement plan. 

Reporting arrangements 

Actions	Responsible Person	Reporting Manager	Reporting on updating
Creation of the new website of Samson Media	IT officier	Project owner	Weekly
Hiring new staff	HR Manager	Project Owner	Daily
Provide Social media manager, marketing strategies	Marketing manager	Project Owner	weekly

Consolidation

Policies, procedures and performance measures reinforce the changes

• Powerful execution and precise information needs to be followed for KPI’s and time span. 
• Instructions and trainings are led by Samson media that will start the working condition. 

Finalized Communication and Education Plan 

Audience	Key message	Delivery method	Frequency and duration of a session (if applicable)	Location
CEO	Conduct the training session	Verbal	5 to 6 days	Office premises
Samson Media Director(Sponsor)	Regular Project Progress deliverable	Face to face Meeting	Every Week(30 min)	Board Room
Finance Director	Approval on Project Budget	Email	Based on Project Resource Approval	Samson Media
HR Director	Update on Staff Performance Review Hiring , Firing and selection of contractor/staff	Face to face Meeting	Every fortnight(30 min)	Board Room

6. Write a draft Communication and Education Plan

Develop a communication and education plan to be used in conjunction with the change management project plan.

This plan should show how the change will be managed, including the provision of information to staff about the proposed changes and benefits.

Ensure that the strategies you develop are designed to promote the benefits of change to staff and to reduce the likelihood of a negative response/adverse outcomes.

Your communication and education plan should also show the reporting process to senior management, which will be required on a regular basis.

Use the Communication and Education Plan Template to guide your work.

Samson Media

Updated Communication and Education Plan 

Audience	Key message	Delivery method	Frequency and duration of a session (if applicable)	Location
CEO	Conduct the training session	Verbal	5 to 6 days	Office premises
Samson Media Director(Sponsor)	Regular Project Progress deliverable	Face to face Meeting	Every Week(30 min)	Board Room
Finance Director	Approval on Project Budget	Email	Based on Project Resource Approval	Samson Media
HR Director	Update on Staff Performance Review Hiring , Firing and selection of contractor/staff	Face to face Meeting	Every fortnight(30 min)	Board Room

7. Send an email to the CEO and Senior Management (assessor).

Assume you need to gain input from and approval of the CEO and Senior Management. Send an email that introduces and summarise the contents of the draft change management plan and your draft communication and education plan and ask for their input and approval for the to move forward with the project.

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

Attach your draft change management plan and your draft communication and education plan to the email.

To: -Assessor

From: -

Subject: -Attaching the draft change management plan along with the communication and education plan.

Dear Assessor,

The mail is to inform that draft change management plan as well as communication and education plan report has been attached to the mail. It includes: 

•   An introduction which includes the project background, links to the company’s strategic goals and other changes that are occurring in the company
•   The project sponsors
•   The project’s objectives
•   What the change process will achieve
•   Principles that underpin the change plan
•   Ethical issues that need to be considered
•   Main elements of the Change Plan
•   Change drivers, constraints and risks
•   Key shareholder analysis
•   The company’s readiness to change
•   Key change messages
•   Change elements
•   A change plans
•   Project reporting arrangements
•   How the changes will be consolidated
•   How the changes will be evaluated

Communication and Education plan includes:

• Audience
• Key Messages
• Delivery Methods
• Frequency and duration of a session 
• Location.

Please go through both reports and do share your views with me, I will glad to hear with from you.

Thank you,

Best Regards,

8. Update your change management plan

Your assessor in the role of the CEO and Senior Management will provide you with feedback which you must use to modify your change management plan, incorporating the changes suggested.

Name this new document accordingly.

Samson Media

Finalized Change Management Plan

Introduction:

The publisher of several upmarket fashion magazine is Samson media. The age group that reads this newspaper is between 35-54 years old women. 

Project Sponsor: 

Samson Media project owner: john 

Project Objectives -

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Change Objectives and Principles 

Benefit after change process:-

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Rationale for the Change

Key drivers for change are:

• Globalization
• ICT implementation

Key constraints for change are:

• Cost
• Risk
• Benefits
• Quality
• Scope
• Time

The risk associated with the change process

• Financial risk
• Operational risk
• Management risk

Key Stakeholder Analysis

Stakeholders is defined as the people that are directly or indirectly associated with the organization. Following are some of the stakeholders of Lonsdale Fitness, who get affected by the change.

Stakeholders	Needs	Media to communicate	How frequently/ Communicate
John	Project owner	Email-	As per requirement related to project progress.
Mark	IT officier	Email:	As per the requirements on project progress for getting IT services/ tech issues.
Kylie	HR Manager	Email:	As per the requirements on the project progress to hire the contractors or in order to reduce or hire the staff for project.

Identify Change Elements 

Structure/processes:

In the design of the organization, there will be a change as the staff will move from perpetual to transitory staff. 

Performance measures/Timeframes:

For the successful change, the KPI must be executed for overhauling the work duties.

A change is required for executing the change for facilitating the change, all the stakeholders’ needs to be responsible by using appropriate resources. 

Impact on workloads:

Sets of expectations to be conveyed. For guaranteeing the sufficient information, the organization has an improvement plan. 

Reporting arrangements 

Actions	Responsible Person	Reporting Manager	Reporting on updating
Creation of the new website of Samson Media	IT officier	Project owner	Weekly
Hiring new staff	HR Manager	Project Owner	Daily
Provide Social media manager, marketing strategies	Marketing manager	Project Owner	weekly

Consolidation

Policies, procedures and performance measures reinforce the changes

• Powerful execution and precise information needs to be followed for KPI’s and time span. 
• Instructions and trainings are led by Samson media that will start the working condition. 

Finalized Communication and Education Plan 

Audience	Key message	Delivery method	Frequency and duration of a session (if applicable)	Location
CEO	Conduct the training session	Verbal	5 to 6 days	Office premises
Samson Media Director(Sponsor)	Regular Project Progress deliverable	Face to face Meeting	Every Week(30 min)	Board Room
Finance Director	Approval on Project Budget	Email	Based on Project Resource Approval	Samson Media
HR Director	Update on Staff Performance Review Hiring , Firing and selection of contractor/staff	Face to face Meeting	Every fortnight(30 min)	Board Room

9. Update your communication and education plan

Your assessor in the role of the CEO and Senior Management will provide you with feedback which you must use to modify your communication and education plan, incorporating the changes suggested.

Name this new document accordingly.

Samson Media

Updated Communication and Education Plan 

Audience	Key message	Delivery method	Frequency and duration of a session (if applicable)	Location
CEO	Conduct the training session	Verbal	5 to 6 days	Office premises
Samson Media Director(Sponsor)	Regular Project Progress deliverable	Face to face Meeting	Every Week(30 min)	Board Room
Finance Director	Approval on Project Budget	Email	Based on Project Resource Approval	Samson Media
HR Director	Update on Staff Performance Review Hiring , Firing and selection of contractor/staff	Face to face Meeting	Every fortnight (30 min)	Board Room

10. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should confirm that you will proceed with the plan now that the required changes have been made.

Attach your updated change management plan and your updated communication and education plan to the email.

To: Assessor,

From: 

Subject:  Attaching the updated change management plan and the updated communication and education plan.

Dear Assessor,

The mail is to inform that updated change management plan has been attached to the mail with the updated communication and education plan. Some changes have been made to it. Kindly go through it and let me know if there is something to change. 

Thank You,

Best Regards,

Assessment 3

1. Create a Change management presentation

Develop a presentation to assist in informing employees about the change management plan that you developed in Assessment Task 2, as well as the communication and education plan to be adopted during the change management process.

The purpose of the presentation is to ensure that employees are fully informed and have the opportunity to contribute to the change management process.

Review Kotter’s 8-Step change model to assist you in developing a presentation that will appeal to staff and will promote acceptance of the change.

Ensure that you are providing comprehensive information to staff to assist them to accept the changes.

During the presentation, allow for some time when staff have the opportunity for input, as this will facilritate acceptance of the change.

This will relate to the risk control treatments that you identified in your briefing report.

Your presentation should include graphics such as images, charts and tables.

You must develop the required number of slides to support a presentation of about 30 minutes.

The presentation you develop must clearly outline:

•   The rationale and vision for the change

•   The benefits of the change

•   Impacts of the change on operations

• Strategies to be adopted to minimise the negative effects on staff. This should also include an outline of the proposed arrangements for redundancies and the restructuring of current jobs in head office.

2. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment, and seek their feedback

Attach your completed Change management presentation to the email.

Your assessor will advise you of the date and time that your presentation is to take place.

To: Assessor,

From: 

Subject: Attaching the presentation of change management.

Dear Assessor,

This letter is written to inform that presentation for the change management has been attached to the mail. It includes the following points: 

• Kotter’s 8-step change model
• The rationale and vision for the change
• The benefits of the change
• Impacts of the change on operations
• Strategies to be adopted to minimize the negative effects on staff. This should also include an outline of the proposed arrangements for redundancies and the restructuring of current jobs in head office.

Please go through the presentation once and do let me know with your valuable feedback, I will be glad to hear it from 

Best Regards,

3. Deliver your presentation.

Using the Change management presentation that you have developed, deliver a presentation to staff. Your assessor will be present as one of the staff members and will also organise another 2 or 3 other students to attend.

At the outset of the presentation, indicate that the team will be able to ask questions during and at the end of the presentation. Also inform staff that you would like to brainstorm further change management ideas at the end of the session.

Go through each of your power point slides, explaining the changes and the change management process. You should also describe the communication and education activities that you have planned.

You must provide comprehensive information, outlining the coming changes to assist staff in accepting the changes. You must also provide the opportunity for their input, which will also facilitate their acceptance of change.

Bear in mind that there will be some sensitivities, as the changes will require job losses. Your assessor will roleplay a staff member who is upset with the changes, and you will be expected to respond to that staff member using effective communication and problem-solving skills.

During the presentation, demonstrate effective communication skills including:

•   Speaking clearly and concisely
•   Using non-verbal communication to assist with understanding
•   Asking questions to identify required information
•   Responding to questions as required
• Using active listening techniques to confirm understanding of issues and questions raised by employees.

At the conclusion of your presentation, seek feedback from staff on the changes that will be implemented for Samson Media. Ask them for their ideas to inform your change management plan and your communication and education plan. Take notes on this feedback.

Date: 10-11-2021

Time: 11:00 AM

Participants: Staff members

Kotter’s 8-step change model

1. Step One: Create Urgency.
2. Step Two: Form a Powerful Coalition. 
3. Step Three: Create a Vision for Change. 
4. Step Four: Communicate the Vision. 
5. Step Five: Remove Obstacles. 
6. Step Six: Create Short-Term Wins. 
7. Step Seven: Build on the Change. 
8. Step Eight: Anchor the Changes in Corporate Culture.

The rationale and vision for the change

• Key drivers for change are:
• • Globalization
• • ICT implementation
• Key constraints for change are:
• • Cost
• • Risk
• • Benefits
• Quality
• • Scope
• • Time
• The risk associated with the change process

• Financial risk
• Operational risk
• Management risk

Benefits of the change

• An effective communication strategy needs to be planned and executed.

• Cooperation and collaboration needs to be improved.

• Resistance to change needs to be minimized.

• Stress and anxiety that is related to the change needs to be reduced.

• Possibility of change should be minimized. 

Impacts of change on operations

The efficiency of work processes can be increased because of change. 

Strategies to be adopted to minimize the negative effects on staff

• Leadership
• Setting the realistic timelines
• Don’t keep people in dark

4. Finalise your change management plan and your communication and education plan.

These updates should include the feedback that came out in the meeting. Ensure that the finalised documents are named accordingly.

Samson Media

Finalized Change Management Plan

Introduction:

The publisher of several upmarket fashion magazine is Samson media. The age group that reads this newspaper is between 35-54 years old women. 

Project Sponsor: 

Samson Media project owner: john 

Project Objectives -

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Change Objectives and Principles 

Benefit after change process:-

• Increase in return on capital to 8% within 2 years
• Closing the printing and distribution site.
• Cost efficiency needs to be achieved. 

Rationale for the Change

Key drivers for change are:

• Globalization
• ICT implementation

Key constraints for change are:

• Cost
• Risk
• Benefits
• Quality
• Scope
• Time

The risk associated with the change process

• Financial risk
• Operational risk
• Management risk

Key Stakeholder Analysis

Stakeholders is defined as the people that are directly or indirectly associated with the organization. Following are some of the stakeholders of Lonsdale Fitness, who get affected by the change.

Stakeholders	Needs	Media to communicate	How frequently/ Communicate
John	Project owner	Email-	As per requirement related to project progress.
Mark	IT officier	Email:	As per the requirements on project progress for getting IT services/ tech issues.
Kylie	HR Manager	Email:	As per the requirements on the project progress to hire the contractors or in order to reduce or hire the staff for project.

Identify Change Elements 

Structure/processes:

In the design of the organization, there will be a change as the staff will move from perpetual to transitory staff. 

Performance measures/Timeframes:

For the successful change, the KPI must be executed for overhauling the work duties.

A change is required for executing the change for facilitating the change, all the stakeholders’ needs to be responsible by using appropriate resources. 

Impact on workloads:

Sets of expectations to be conveyed. For guaranteeing the sufficient information, the organization has an improvement plan. 

Reporting arrangements 

Actions	Responsible Person	Reporting Manager	Reporting on updating
Creation of the new website of Samson Media	IT officier	Project owner	Weekly
Hiring new staff	HR Manager	Project Owner	Daily
Provide Social media manager, marketing strategies	Marketing manager	Project Owner	weekly

Consolidation

Policies, procedures and performance measures reinforce the changes

• Powerful execution and precise information needs to be followed for KPI’s and time span. 
• Instructions and trainings are led by Samson media that will start the working condition. 

Finalized Communication and Education Plan 

Audience	Key message	Delivery method	Frequency and duration of a session (if applicable)	Location
CEO	Conduct the training session	Verbal	5 to 6 days	Office premises
Samson Media Director(Sponsor)	Regular Project Progress deliverable	Face to face Meeting	Every Week(30 min)	Board Room
Finance Director	Approval on Project Budget	Email	Based on Project Resource Approval	Samson Media
HR Director	Update on Staff Performance Review Hiring , Firing and selection of contractor/staff	Face to face Meeting	Every fortnight(30 min)	Board Room

5. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should give a summary of the meeting, and the changes that you have made to the attachments.

Attach your finalised change management plan and your finalised communication and education plan to the email.

To: Assessor,

From: 

Subject: Attaching the finalized change management plan and finalized communication and education plan to E-mail.

Dear Assessor,

This letter is written for informing that I have attached the change management plan and communication and education plan to this mail. Kindly go through it and give your feedback. 

Regards

Assessment 4

1. Develop a human resources brief.

Using your research develop a short one-page brief to send to the human resources department outlining the requirement to conduct the training as part of the change management process

and the timing of the training.

Your brief should include, as a minimum, the following:

•   The benefits of change management team building
•   Ideas for the content of the training that will take place
•   Experts who could assist in providing training
•   Ideas for team building exercises. Provide at least two exercises
•   How best to promote the training to staff?
•   Timing

Your brief should be no more than one page.

Use the Human Resources Brief Template to guide your work.

Human Resources Brief 

Samson media adopted the change management plan which includes training and development session for employees in different areas. Training for 2 hours per week will be provided by the Samson media for around 8 weeks. Employee communication will be developed for overcoming the resistance to change and help in promoting the benefit of training and evaluation.  

Check strengths and weaknesses: strength and weakness of each member can be checked through team building exercises. 

Vision & Mission Direction: Team building makes sure that there is clear understanding of organization’s goal to every individual.  

Roles and Responsibilities: role of each member of the team is to be defined. Creative thinking should be initiated. Individuals of the team are motivated for providing their opinions, views and also solutions for a particular problem.               

Building trust and morale: Strong interpersonal relationships can be built by the individual of they perform the organization team building activities and can increase the morale of team members.  

Introducing and managing change: change in organization can be integrated by team building and is also helpful in managing the changes and its impact on the organization. 

Facilitating delegation: tasks are delegated with the help of team building. 

Increased productivity: Productivity of individuals are increased when all team members are working together for achievement of the goals. 

Ideas for content of training

Before entering the full-fledged team building, explain the outline and contents of the team building to the members of the organization and let them know how important it is for the successful change of the organization. It also alleviates hostility by explaining the benefits that team building will bring to the organization and its members.

Experts who could assist in providing training

In terms of cost reduction, training through the environment existing in the organization is ideal, but for more efficient and successful training, it was decided to seek help from outside experts. As a result of the search, Samson Media can receive the help of the following professional companies, and select an appropriate company after conformity review. –

• WeTrain 
• Business training works 
• Be challenged 

Ideas for team building exercises 

Team building activities is divided into 4 sections 

- Communication Activities for Teams

• Negotiate

Activity: divide the group into team of three members and each group needs to be given two one- dollar coin. 

Objective: creative answer to problems needs to be find out.

• Trading triangles

Activity: group needs to be divided into small groups.  

Objective: perspective of others to be seen for helping in influencing their position. 

Bonding Activities for Teams

• A Typical Day

Activity: Pairing the participants. Have one tell the other about a typical work day.

Objective: Learning new things about team members.

• Gossips

Activity: statement needs to be collected and read it aloud. The target is to guess who write it. 

Objective: Learn more about who you work with.

Cooperation Activities for Teams

How best to promote the training to staff 

This training plan, planned by the organization, is essential for the successful change of the organization, but it can cause antipathy for members of the organization to invest overtime or individual effort and time. 

Timing

The training is to be delivered over an eight-week period for approximately 2 hours a week

Days	Time	Activities	Topics	Lectures
Thursday	3.00-5.00 pm	Group	Outline and Necessity of Training, Negotiate	External expert
Thursday	3.00-5.00 pm	Group	Trading Triangles	External expert
Thursday	3.00-5.00 pm	Group	A Typical Day	External expert
Thursday	3.00-5.00 pm	Group	Gossip	External expert
Thursday	3.00-5.00 pm	Group	Circle Catch	External expert
Thursday	3.00-5.00 pm	Group	House of Cards	External expert
Thursday	3.00-5.00 pm	Group	The Guessing Game, Sharing, evaluating and rewarding training results	External expert

2. Send an email to the Human Resources Manager (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should give a summary of the attachment, and the changes that you have made to the attachments.

Attach your human resources brief to the email.

To: Assessor

From: 

Subject: Attaching the human resource brief

Dear Assessor,

 This mail is to inform that change management plan is prepared. And human resource brief is also prepared for the needs and benefits of the team building activities. Kindly go through the attachment and give your feedbacks. If there is any query do let me know. 

Best Regards

3. Send an email to all staff (your assessor)

To inform your staff email, consider how you could best promote the training to staff to

overcome resistance to change. Review change management literature to inform your response. This may be the same literature you identified in Assessment Task 1.

Outlining the rationale for the training, as well as the benefits of the training. Use the ideas that you have researched to overcome resistance to change. Briefly outline some of the proposed ideas for the training.

As a guide, your email should be between 3 to 4 paragraphs long.

To: Staff

From: 

Dear all Samson media staffs 

The mail is to inform that the company is making different changes for the growth, survival and development in future. As attached in Human Resource brief, training was provided for 8 weeks and 2 hours per week. Promotions are also provided to the members who participated in the training session. Kindly let me known if there is any query. 

Thank you

Best Regards,

4. Review and evaluate your change management plan

Review your change management plan and evaluate each section to determine changes that need to be made based on the new activities identified.

Make any changes to the plan that are appropriate.

Save this document as Revised Change Management Plan

With the change management review, it was seen that plans for evaluation of the employees were necessary.

Employee evaluation is based on: - 

• Total training hours 
• Participation in education 
• Evaluation between employees 

After updating the document, rename the document as a Revised Change Management Plan

Send an email to the CEO and Senior Management (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

The email text should give a summary of the attachment, outline your evaluation of each section, and the changes that you have made to it.

Attach your revised change management plan to the email.

To: Assessor,

From: 

Subject: Attaching the revised management plan 

Dear Assessor,

I have reviewed the additions that are made to the current change management plan. The additions are: conducting the training for members of the team building for the successful corporate change. After including the addition to the document, the name was changed to revised change management plan. It includes human resource brief, team building training. Kindly check the attached document.

Thank you 

Assessment 5

1. Write a change management review.

Review of the change management objectives, communication activities implemented, and the Staff Survey Results. Evaluate the effectiveness of the change management process and provide recommendations for improving communication activities.

Develop a short brief for the CEO of the organisation that includes your review. It should also recommend updates to the change management plan through relevant communication activities.

Your change management review should include the following:

•   What the change management objectives are
•   What change management communication activities took place
• Recommended changes to the change management plan and the communication and education plans

Your review should be between half a page and one-page long.

Use the Change Management Review Template to guide your work

Change Management Review

Objectives

Change management objectives for Samson Media include: 

The objective is to make sure that the strategies and techniques are utilized normally for the brief treatment.

Activities conducted

Range of communication activities is described that is associated with the change process. 

Readiness Assessments

Change supervisor crew utilize the appraisals tools for surveying the association’s preparation to change. Hierarichal evaluations are incorporated by the appraisals availability. 

Recommendations

Imperative recommendations came from the analysis of the change management plan that is updated.

Communicators consider the following components: The audience, Communicated. 

2. Send an email to the CEO (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.

It should introduce and summarise the contents of the attachment. Attach your change management review brief to the email.

To: Assessor,

From: 

Subject: Attaching the change management review brief.

Dear Assessor,

This letter is written for informing that I have reviewed the change management plan and have also made some changes. The review of the change management has attached to the mail. Kindly find the attachment. The change management plan helps to make sure that the budget, schedule, scope, communication and resources are in control. Kindly go through the report once and share the reviews. 

Thanking you 

Regards