Reference no: EM132780454

BSBINN601 Lead and manage organisational change - Aventia Institute

Assessment Task 1

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

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

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

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

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

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

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

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

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

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.

12. Discuss at least three barriers to organisational change.

13. Discuss at least two strategies to address barriers to organizational change.

Assessment Task 2: Change management plan project

Task summary
This assessment task requires you, in the role of Operations Manager, to prepare a briefing report to assist in guiding change at Samson Media.You will meet with the CEO (roleplayed by your assessor) to discuss the company's change management requirements.
You will then be required to develop a Change Management Plan, as well as a Communication and Education Plan.
This assessment will be completed in the simulated environment in the RTO.

Carefully read the following:
Samson Media is a publisher of several upmarket fashion magazines. It has strong links with a number of high profile fashion houses whose products are featured in the magazines, and also provide a significant source of advertising revenue. Readers of the magazines are predominantly 35 - 54-year-old women.

Readership has fallen over the last two years. This is due in the most part to due to competition from a range of other fashion magazines and consumers switching to digital media. Due to the decline in readership, profits have also fallen by 20% and there has also been a decrease in the share price.

As a consequence, the new CEO, Amir Johnson, has been appointed. Amir was the former Marketing Director for a well-known successful media business that included a national newspaper, magazines and a subscription television channel. Those publications are focused mainly on sport and celebrity gossip. It is able to undercut its competitors with low prices, enabled by a ruthless approach to achieving high levels of efficiency.

Amir and his team of Managers have developed a Strategic Plan that includes the following objectives.
• Increase return on capital to 8% within 2 years
• Enact a transformational change of the company that will convert all magazines to a digital format.
• Close the printing and distribution site.
• Achieve cost efficiencies through relocating the head office to a smaller office.
• Restructure head office staff through moving to a smaller core of permanent staff and more contract staff.

It is intended that the new digital magazines will have the following features:
• Focus on health and beauty, fashion and celebrity gossip.
• Some free content but full access available only on a subscription basis.
• Additional features available to subscribers such as video clips, podcasts and discussion

Current staff information is as follows. All staff are full-time permanent staff and their total salary costs per annum to Samson Media are also included below.
• 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

The cost of running the printing and distribution site, plus staff costs is currently approximately $1,500,000 per annum. It has been identified that, given the change to the new medium of publication, it will be an immediate priority to shut down the site and make all of the staff redundant.

The current office rent is $500,000 per annum.

Employment contracts are in place for all staff members employed in Head Office. Printing and distribution workers are employed under an award. The CEO has indicated that he is interested in moving towards an enterprise agreement arrangement for all remaining staff and would like to have this reviewed as part of the change management process.

Current human resources policies and procedure include a recruitment, selection and induction policy and procedure and a termination policy and procedure. There is an ad-hoc performance review process in place which occurs as issues arise. There are no formal processes for training needs analysis or professional development.

As the General Manager, you have been asked to lead the development and implementation of the change management plan, with the first step being to consult with an organisational change expert to discuss issues and strategies for change management for the company.

It is anticipated that, while there will be some cost savings in making the change, there will also be costs involved including:
• Redundancies: anticipated cost is $300,000
• Upskilling staff: $100,000
• Consulting with experts: $100,000
• Communication throughout change with key stakeholders: $100,000

Complete the following activities:

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.

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.  

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.

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

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 sponsor
• 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 plan
• 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.

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.

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.

8. Update yourchange 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.

9. Update yourcommunication 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.

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. 

Assessment Task 3: Change management presentation project

Task summary
This assessment task requires you toimplement the change management strategy by preparing and delivering a presentation to Samson Media staff. The presentation should provide information on the changes that will be implemented for Samson Media, and how they will affect staff. The staff will also be given the opportunity to give some input into the process.
You will then include their ideas to update your change management plan and your communication and education plan.

This assessment will be completed in the simulated environment in the RTO.

Complete the following activities:

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 facilitate acceptance of the change.
This will relate to the risk control treatments thatyou 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.

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.

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.

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 finalisedchange management plan and your finalised communication and education plan to the email.

Assessment Task 4: Implement change management plan project

Task summary
In this assessment task, you will write a brief forthe human resources department to guide human resources personnel in regard to organising change management team building training.
You will also develop a staff communication to promote the benefits of the upcoming training, to assist in to overcoming resistance to change.
Also, your change management plan will have to be re-evaluated and reviewed to accommodate changes.

This assessment will be completed in the simulated environment in the RTO.

Carefully read the following:

Assume that the change management plan that was adopted by Samson Media includes training and development for staff in a number of areas. One of these training areas is change management team building, which is considered to be especially important during the change management process.

The training is to be delivered over an eight-week period for approximately 2 hours a week. You have also identified that experts such as motivational speakers could also be hired for this.

You have also been given the task, in the role of Operations Manager, to send a brief to the human resources department. This brief will be used to guide human resources personnel in regard to organising the change management team building training and to give your ideas about the content that should be included in the training.

Assume that, as you also believe there may be resistance to the training due to a general resistance to the changes, that you also develop a staff communication to promote the benefits of the upcoming training and assessment to assist in overcoming resistance to change.

Complete the following activities:

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.
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.

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.

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

5. 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.

Assessment Task 5: Evaluate and review change management plan project

Task summary
In this assessment task, you are required to review information about changes implemented, and to evaluate the change management process.
You will then update the change management project plan as required.
This assessment will be completed in the simulated environment in the RTO.

Carefully read the following:

Assume that the following change management objectives are included as part of the change management process for Samson Media:
• Employees satisfied with information provided as part of the change management process.
• Communication occurred through multiple channels.

Assume that the following communication activities were implemented:
• Weekly staff meeting
• Newsletter updates through staff email

Assume it is 1 month into the change process and a Staff Survey of the remaining staff has been conducted.

Complete the following activities:

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

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.

Attachment:- Lead and manage organisational change.rar