Reference no: EM133614569
Lead and manage organisational change - Project
Purpose of the assessment
This assessment task is designed to evaluate your following skills and abilities:
Skills to develop and implement a change management plan to lead and manage organisational change.
Skills to analyse and interpret information about the organisation's internal and external environment and consult with stakeholders to identify requirements and opportunities for changes that support organisational objectives
Skills to prioritise opportunities for changes with input from relevant stakeholders
Skills to develop a change management project plan for the priority changes incorporating resource requirements, risk management and timelines
Skills to develop strategies to communicate or educate the changes and embed them
Skills to obtain approvals and agree reporting protocols with relevant managers and implement the plan including addressing barriers to change
Skills to review and evaluate the change management project plan and modify as needed to achieve objectives.
Assessment task
Online assessment scenario
You are required to lead and manage organisational change. You are required to read and understand a predetermined issue and/or situation and participate in a number of assessment activities.
The following are the goals and objectives to complete this assessment task:
Develop change management strategy
Identify major operational change requirements according to organisational objectives, performance gaps, business opportunities or threats, and management decisions
Assess risks and opportunities presented by operational change requirements
Consult stakeholders, specialists and experts to confirm the change management opportunities and process
Implement change management strategy
Assign resources to the project and confirm reporting protocols with relevant stakeholders
Develop communication or education plan, in consultation with relevant personnel
Arrange and manage activities for delivery of communication or education plans
Evaluate change management strategy
Assess performance of communication or education plan against objectives
Identify and respond to barriers to the change according to risk management plans and organisational objectives
Modify communication or education plan according to change program objectives
Roles and responsibilities
As part of your job role, you have the following job responsibilities:
- Interprets detailed information that may deal with complex ideas related to issues both within and outside the workplace context
- Uses clear and precise language to develop information about objectives, requirements, activities and recommendations
- Develops complex plans and strategies in appropriate format for the audience and purpose
- Discusses and seeks information using appropriate structure and language for the audience
- Uses questioning and active listening to clarify or confirm understanding
- Interprets, analyses and presents numeric information in complex documents
- Takes a lead role in the execution of organisational strategic goals and associated roles and responsibilities
- Develops new and innovative ideas through exploration and lateral thinking
- Uses a variety of communication tools and strategies to build and maintain effective working relationships
- Uses inclusive and collaborative techniques to seek feedback, negotiate and consult with a range of stakeholders
- Plans, organises and implements activities required to achieve strategic priorities and outcomes, including consulting with others and sequencing events to minimise uncertainty for staff
- Uses problem-solving skills to identify and analyse issues or barriers, and develop responses
Task requirements
This assessment task requires you to lead and manage organisational change. The assessment activities are mentioned within the assessment task.
You are required to lead and manage organisational change. You are required to read and understand a predetermined issue and/or situation and participate in a number of assessment activities.
The following are the goals and objectives to complete this assessment task:
- Develop change management strategy
- Identify major operational change requirements according to organisational objectives, performance gaps, business opportunities or threats, and management decisions
- Assess risks and opportunities presented by operational change requirements
- Consult stakeholders, specialists and experts to confirm the change management opportunities and process
- Implement change management strategy
- Assign resources to the project and confirm reporting protocols with relevant stakeholders
- Develop communication or education plan, in consultation with relevant personnel
- Arrange and manage activities for delivery of communication or education plans
- Evaluate change management strategy
- Assess performance of communication or education plan against objectives
- Identify and respond to barriers to the change according to risk management plans and organisational objectives
- Modify communication or education plan according to change program objectives
Your role and responsibilities
You are working as Operations Manager in ‘Online Media Solutions'. You report to the General Manager of the organisation.
The General Manager wants you to develop and implement a change management plan to lead and manage organisational change.
As part of your job role, you have the following responsibilities:
Analyse and interpret information about the organisation's internal and external environment
Consult with stakeholders to identify requirements and opportunities for changes that support organisational objectives
Prioritise opportunities for changes with input from relevant stakeholders
Develop a change management project plan for the priority changes incorporating resource requirements, risk management and timelines
Develop strategies to communicate or educate the changes and embed them
Obtain approvals and agree on reporting protocols with relevant managers and implement the plan, including addressing barriers to change
Review and evaluate the change management project plan and modify as needed to achieve objectives
Skills Test:
This assessment task requires you to demonstrate skills to develop and implement a change management plan to lead and manage organisational change for ‘Online Meda Solutions'.
In the course of the above, you must:
Analyse and interpret information about the organisation's internal and external environment and consult with stakeholders to identify requirements and opportunities for changes that support organisational objectives
Prioritise opportunities for changes with input from relevant stakeholders
Develop a change management project plan for the priority changes incorporating resource requirements, risk management and timelines
Develop strategies to communicate or educate the changes and embed them
Obtain approvals and agree on reporting protocols with relevant managers and implement the plan, including addressing barriers to change
Review and evaluate the change management project plan and modify as needed to achieve objectives.
To do so, you must complete the following activities:
Activity 1: Identify major operational change requirements
Activity 2: Develop a change management project plan
Activity 3: Implement the plan, including addressing barriers to change
Activity 4: Review and evaluate the change management project plan and modify as needed to achieve objectives
The roles and their responsibilities: Relationships with stakeholders such as staff members and General manager
The assessment task requires you to communicate with a number of organisational stakeholders. The main roles applicable to the assessment task includes:
Role number 1: General Manager: The General Manager is the individual who supervises or is in charge of the organisation. They belong to a higher rank or status. Their job role and responsibilities are:
Assign a team to you to complete the project
Assist you in understanding the task requirements
Provide you information about job roles and responsibilities
Supervise you completing the assessment task and requirements
Role number 2: Departmental Managers: The departmental managers (IT Manager, Marketing Manager and Sales Manager) are the student's co-worker or workfellow. They are associates that the candidate works with. Their job role and responsibilities are:
Assist you in completing the project on time
Collaborate with you to develop a strategic change strategy
Participate in a healthy and open discussion
Activity 1: Identify major operational change requirements
This part of the activity requires you to analyse and interpret information about the organisation's internal and external environment and consult with stakeholders to identify requirements and opportunities for changes that support organisational objectives.
To do so, you are required to complete the following two (2) parts:
Part A: Analyse and interpret information about the organisation's internal and external environment.
Part B: Consult with stakeholders to identify requirements and opportunities for changes.
This part of the activity is a continuation of part B of this activity.
This part of the activity requires you to consult with the following stakeholders, specialists and experts to identify and confirm change management requirements and opportunities that support the organisation's objectives and the change management process to be followed.
IT Manager
Marketing Manager
General Manager
External change management specialist
To do so, you are required to arrange a meeting with the above-given stakeholders.
Roles and responsibilities during the meeting:
Stakeholders, specialists and experts (IT Manager, Marketing Manager, Sales Manager General Manager and External change management specialist)
The trainer/assessor will take on the role of the General Manager.
The trainer/assessor will allocate the role of the other above-given stakeholders to the students/staff members.
The participants of the meeting will collaborate with the student to identify and confirm change requirements and opportunities.
The participants will provide feedback, opinions or views on change requirements and opportunities.
IT Manager, Marketing Manager and Sales Manager will agree with the change requirements.
External change management specialist will discuss the change management process to be followed.
Student (Operations Manager)
Express opinions and information on the change requirements and opportunities.
Clarify the change management requirements and opportunities and the change management process to be followed.
Discuss and seek information using appropriate structure and language for the audience
Use questioning and active listening to clarify or confirm understanding
Before the meeting, the student is required to:
Create an agenda for the meeting that encourage the participants to discuss the change requirements and opportunities.
Analyse the outcomes of Activity 1.
During the meeting, you must:
Welcome the participants
Provide an introduction to the meeting's purpose
Collaborate with them and discuss the key points given below:
Outcomes of SWOT analysis (Activity 1)
Outcomes of PESTLE analysis (Activity 1)
Change requirements and opportunities (Activity 1)
Risks based on the outcomes of SWOT analysis and PESTLE analysis (Activity 1)
Provide an opportunity for discussion.
Listen and comprehend information from a variety of spoken exchanges with the participants of the meeting
Provide an opportunity for the audience to ask questions
Respond to questions.
Acknowledge and respond to differences in opinions.
Prioritise opportunities for changes with input from managers
Agree on the change management requirements and opportunities that support the
organisation's objectives and the change management process to be followed.
Close the meeting:
Summarise the agreed outcomes using the meeting minutes template provided.
After the meeting:
E-mail the meeting minutes to the participants of the meeting.
Activity 2: Develop a change management project plan
This activity is a continuation of Activity 1.
This activity requires you to develop a change management project plan for the priority changes (Based on outcomes of Activity 1), incorporating resource requirements, risk management and timelines.
The change control board will be:
General Manager/Project Sponsor
Operations Manager/Project Manager
Project Team/Stakeholders
The change management project plan must be prepared using ‘Template 4' and must be 1000-1200 words in length.
The timeline for implementation of the change is six (6) months.
To develop the change management project plan, you are required to:
Analyse the information given in the case study and the outcomes of Activity 1.
Assess risks and opportunities presented by operational change requirements based on the outcomes of Activity 1.
Prepare the change management project plan using ‘Template 4' and include the following
details:
Introduction
Change management opportunities and requirements
Change Control Board
Roles and responsibilities
Change control process
Resource requirements
Risk management
Timelines.
Activity 3: Implement the plan, including addressing barriers to change
This activity is a continuation of Activity 3. This activity requires you to implement the change management project plan, including addressing barriers to change.
To do so, you are required to complete the following parts:
Part A: Assign resources to the project
Part B: Agree on reporting protocols with relevant managers
Part C: Preapre an implementation plan
Part D: Develop communication or education plan
Part E: Arrange and manage activities for the delivery of communication or education plans
Part A: Assign resources to the project
This part of the activity requires you to assign resources to the project to implement the operational change requirements.
To do so, you are required to prepare a resource management plan using ‘Template 5'.
The resource management plan must include the following detail:
Resources required to implement the change (Any five)
Tasks for which the resources are required
How to obtain resources?
Timeframe for which the resources are required
Part B: Agree on reporting protocols with relevant managers
This part of the activity requires you to agree on reporting protocols with the following managers:
IT Manager
Marketing Manager
General Manager
Note: The trainer/assessor will provide the e-mail addresses of the managers specified above. To agree on reporting protocols, you need to:
Develop reporting protocols using ‘Template 6' for communicating the status of change, such as hierarchy updates for reporting lines.
E-mail the reporting protocols to the Managers. Follow the e-mail guideline provided:
Ensure the text written in the e-mail is grammatically correct and free of errors.
Use business style writing.
Write an appropriate subject line.
The text must provide a summary of the attachment.
Attach reporting protocols to the e-mail.
Part C: Prepare an implementation plan
This part of the activity requires you to prepare an implementation plan using ‘Template 7' for
implementing the change in the organisation.
To prepare the implementation plan, you are required to:
Identify and document the activities to be completed to implement the change.
Resources required to complete the activities
Evaluation criteria/KPIs
Person responsible
Part D: Develop communication or education plan
Context:
The management wants you to develop strategies to communicate or educate the change and embed them. This is to ensure that the employees are taken into confidence to ensure effective implementation of the change management project plan.
Description:
This part of the activity requires you to prepare a communication or education plan using ‘Template
8' to address the barriers to change (Barriers given in the ‘Context').
To prepare a communication or education plan, you are required to:
Strategies to communicate or educate the changes and embed them
Resources required
Evaluation criteria/KPIs
Person responsible
Context:
The management wants you to develop strategies to communicate or educate the change and embed them. This is to ensure that the employees are taken into confidence to ensure effective implementation of the change management project plan.
Description:
This part of the activity requires you to prepare a communication or education plan using ‘Template
8' to address the barriers to change (Barriers given in the ‘Context').
To prepare a communication or education plan, you are required to:
Strategies to communicate or educate the changes and embed them
Resources required
Evaluation criteria/KPIs
Person responsible
Part E: Arrange and manage activities for the delivery of communication or education plans
Context:
As per the communication or education plans developed, during the initial month of the implementation plan, the Operations Manager need to arrange and manger the following activities for the delivery of communication or education plans:
Activity 1: Prepare a presentation to educate the change
Activity 2: Deliver a presentation to educate the change
Description:
This part of the activity requires you to arrange and manage activities for the delivery of communication or education plans.
To do so, you are required to complete the following two (2) parts:
Part A: Prepare a presentation to educate the change
Part B: Deliver a presentation to educate the change
Activity 1 - Part A
Part A: Prepare a presentation to educate the change
This part of the activity requires you to prepare a presentation to educate and embed the change. The presentation will be delivered in part B of this activity.
Before preparing the presentation, you are required to:
Analyse the change requirements.
Analyse the implementation plan (Activity 3: Part C) When preparing the presentation, you must ensure:
Set out your presentation in a clean, simple and not too fussy way.
Add questions in the presentation to make it more interactive.
Add visual effects.
Follow the presentation guidelines.
Presentation guidelines:
Prepare 10-15 slides.
Include the following content in the presentation:
The rationale and vision for the change
The benefits of the change
Impacts of the change on operations
Strategies to be adopted/actions to be implemented to implement the change effectively
Activity 2 - Part B
Part B: Deliver a presentation to educate the change
This part of the activity requires you to deliver a presentation to educate the change. The audience of the presentation will be the staff members.
The trainer/assessor will allocate the role of the staff members to the students in the class.
You need to deliver the presentation in front of the staff members. The purpose of the presentation is to educate the change and embed them.
When delivering the presentation, you must:
Have good posture
Smile and act relaxed. It will make you look and feel more confident.
Make eye contact with your audience instead of reading off your notes the entire time.
Avoid distracting behaviours, like chewing gum or fidgeting.
Watch for nervous gestures, such as rocking or tapping.
Take time to think during your presentation. Make an effort to slow your pace and include pauses.
Pay attention to your volume. Think about projecting your so that everyone can hear what you have to say.
Try to speak clearly so that your audience can easily understand your words.
Activity 4: Review and evaluate the change management project plan and modify as needed to achieve objectives
Activity context:
The change is in its implementation phase. During the initial month of the implementation, the following were the outcomes:
Performance of communication or education plan
Delivering the presentation was not an effective solution.
Change program objectives:
More rigorous training sessions should be implemented to embed the change.
Coaching and mentoring sessions should be arranged to identify and address the areas of improvement.
Barriers to change:
Lack of employee engagement leading to resistance to change.
Lack of transparency and poor communication from leadership
Description of the activity:
This activity requires you to review and evaluate the change management project plan and modify it as needed to achieve objectives.
To do so, you are required to:
Assess the performance of communication or education plan against objectives. (Based on the
information given in the ‘Activity context')
Identify and respond to barriers to the change given in the ‘Activity context' according to risk management plans and organisational objectives.
Document actions to address the identified barriers and modify the ‘Change management project plan' developed in Activity 1, considering the identified barriers.
Modify ‘communication or education plan' prepared in ‘Activity 3 - Part D' according to change program objectives.
Attachment:- Lead and manage organisational change.rar