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BSBINN601 Lead and manage organisational change task

Assessment Submission Sheet

Course

BSB61015  Advanced Diploma of Leadership and Management

Unit Code

BSBINN601

Unit Name

Lead and manage organisational change

Task 1

Assessment Instructions

Using the scenario information supplied, you will identify strategic change needs, review existing policy, monitor trends in the external environment that impact on organisation’s objectives, identify operational change objectives, prioritise change requirements and consult experts or specialists to assist in identification of change requirements and opportunities. You will then write a report to management outlining the change requirements.

Procedure

Review the scenario information provided in Appendix for Fast Track Couriers and Prepare a 3–4 page report detailing change requirements for Fast Track. Include all of the information you identified and explanations that you prepared in steps 1–8.  Submit all documents to your assessor as per the specifications below. Ensure you keep a copy of all work submitted for your records.

To be deemed competent you will need to successfully demonstrate the following:

You must submit:

  • A 3-4 page report including all information identified in the procedure below
  1. Analyse the organisational objectives provided in the scenario to identify the change requirements for Fast Track Couriers:
    1. Identify requirements for change
    2. prepare an explanation of how your identified change needs link to the organisation’s strategic plan goal/s.
  2. Review the organisation’s current state to understand how the current policies, practices and operations deliver against the organisation’s strategic goals.

Review the organisation’s performance against objectives with regards to its:

  1. people
  2. processes
  3. technology
  4. structure.
  1. Monitor external trends to identify events or trends which may impact on the achievement of the organisation’s strategic plan goals:
    1. identify two external trends
    2. develop an explanation of how the trends currently impact or will impact organisational objectives.
  2. Identify major operational change requirements:
    1. identify changes due to performance gaps
    2. identify changes due to business opportunities
    3. identify changes due to threats
    4. identify changes due to management decisions.
  3. Identify specialists to be consulted to assist with identifying change needs:
    1. identify specialists you will engage to help identify change requirements and be prepared to explain your reasons for engaging these specialists
    2. identify what consulting model you would adopt to engage the specialists and be prepared to explain why you would use this model.
  4. Assume your assessor is a specialist/expert of the kind you have identified in step 5. Consult with your assessor to assist with identification of change management requirements and opportunities.
  5. Identify the managers that need to be informed. Prepare a plan that identifies who, when and how stakeholder managers will be engaged to review and prioritise change requirements.
  6. Assume your assessor is a manager you have identified. Consult with your assessor to review the changes you propose and to help you prioritise changes. Suggest and justify the priority you have assigned to each change you recommend.

Fast Track Couriers is one of the highly reputed market participant that is involved in making the delivery consignments and is based in New South Wales. It has been established since last 15 years. Its primary business functions is to deliver any sizes packages across the metropolitan Sydney.

The team of the Fast Track is constantly committed towards its administrations as it puts stock in creating the best for the clients. The group invests steady amounts of energy to make the most ideal out of everything in an expert way and sets aside less effort for the conveying of the items. The team endeavors to meet the assumptions for the clients just as to keep up the standards for different individual services in a best possible manner.

1.

Analyse the organisational objectives provided in the scenario to identify the change requirements for Fast Track Couriers:

a.Identify requirements for change

i. It needs to build its reputation in the market so that it is one of the recognised and preferred choice in the market as a movers and couriers company.

ii. The company needs to implement a proper PDA otherwise GPS usages

iii. The productivity reporting shall be completed using PDA data.

iv. The trust should be build within the emoployees by providing them proper training and motivating them to work productively

v. The late delivery is causing negative reputation to the company. This is because of the slow distribution system, hence they will have to decrease their deliver system.

vi. Implement 1 person per truck policy by using automatic lift gates

vii. Implement Human Resource function in company structure

b.prepare an explanation of how your identified change needs link to the organisation’s strategic plan goal/s.

i. The company proposes to grow their business in the metropolitan zone. This implies they need to build their offer in little to medium conveyance market by 7.5 %. This can be achieved by effective work of labor force just as technology.

ii. Employment of innovation technology like GPS frameworks and PDA will improve the distribution framework

iii. Programs like training given to workers and drivers with respect to the change made in technology and organisational structure will construct their trust in the organization and not been viewed as a danger or threat. Anyway the progressions made in the labor force will be made keeping in mind  the necessities of the labor force.

2.        

Review the organisation’s current state to understand how the current policies, practices and operations deliver against the organisation’s strategic goals.

Review the organisation’s performance against objectives with regards to its:

The current organisation state as far as its practices,policies,  arrangements and tasks have a significant

impact on the essential objectives of the organization.

a.People

As per the case study, work force significantly influences the organisation's strategic goals and

objectives. Except if the employees and drivers feels secure and safe in the organization or are motivated to work productively, they won't accomplish the ideal outcomes. The drivers feel that utilization of advanced technology like PDA frameworks in the trucks implies that the organization doesn't confide in them. This is the explanation they don't enjoy into any training programs coordinated by the organization. The organization additionally changed the strategy of two drivers for every truck to one driver for each truck which adversely influenced the working of the drivers.

b.Processes

The distribution process of Fast Track Courier is moderate in view of which the organization isn't ready to accomplish more shorter delivery times. Drivers are not able to acknowledge the PDA frameworks as  well as the automateic lift door which defer the delivery time because of manual, man-handled loading and unloading services.

c.Technology

The work force is not ready to adjust to the progressions made in the technology like introducing GPS frameworks and PDA devices. These technologies are in the testing phrase and also this obstruction is on the grounds that they feel that the organization doesn't trust them and consequently need to screen their working becuase of which they are not willing to embrace / accept the technology and because of this situation delay of customer's order are increasing and causing affect to the company.

d.Structure.

The General Manager of the company is consistently on the road as a aresult he he is not able to see the working state of the company regularyand has to depend on the report that are sent to him by the head office and the driver, he figures out how to develop policies.

No arrangements. No organization, no power over the labor force has prompted lack of motivation in staffs to work effectively.

3.

Monitor external trends to identify events or trends which may impact on the achievement of the organisation’s strategic plan goals:

a.identify two external trends

b.develop an explanation of how the trends currently impact or will impact organisational objectives.

i.  The compititors are being able to use of driverless technologies such as GPA and PDAs industry to track distribution by conviencing their employees. This might lead Fast Track couriers to lose their market share as the customers prefer fast delivery.

ii. The salary of the  average driver in NSW are higher than the Fast Track courier’s staff. This might lead the Fast Track’s employees to leave the company and join the compititors company.

4.

Identify major operational change requirements:

a.identify changes due to performance gaps

-  There should be on-going training and communication to assist the driver to understand the new technology. At first the company used to have two driver per truck policy but recently the company has changed their policy to one deliver driver for each truck. This has brought a lot of issues among the drivers as they are not ready to accept the new policy which has resulted in uncalled strickes. The organization chose to utilize one driver per truck and utilize different drivers to drive the new truck they were going to buy.

New policies and procedures need to be written to support the implementation of one driver policy and PDA/GPS intregated distribution goals.

b.identify changes due to business opportunities

c.identify changes due to threats

Fast Track Couriers have to implement the one delivery driver per truck to expand its no of truck by 8 also it will give them opportunity to build their market in Sydeney and increase it by 7.5%. Doing such will assist the Fast Track Couriers to be available to more customer and do more business.

The Fast track company should implement one delivery driver per truck policy to enable expansion of fleet. Implementation of technologies such as PDA and GPS needs to occur to avoid falling behind compititors.  If the competitor compliments such tehnologies then their deliver and distribution times will be short which will be preferable by the customer and Fast Track may loose their market.

The threat also may be the driver will be angry because of the one driver per truck and either the driver may leave the company or the company has to stick with two driver per truck to keep their drivers.The delivery drivers were not participating the the traiing progrms of PDA and GPS devices which could result in the low performance of the driver. Also another threat is the driver threatened to go to stricke if the company implemented one driver per truck policy.

d.identify changes due to management decisions.

The company implementation of one driver policy and related procedures to reduces injuries.

5.

Identify specialists to be consulted to assist with identifying change needs:

a.identify specialists you will engage to help identify change requirements and be prepared to explain your reasons for engaging these specialists

i. Human Resources Specialist:

They will advise the company on how to create salary plan and give importance advice on industrial relations. Moreover, they will helpo in uniting the workforce by motivating to perform better and as well as accept the change.

ii. Marketing Experts:

They will assist the company to identify taget markets and clients and also advise on different strategy to achieve high markets. Moreover, they will assist in providing information about the market in details and make changes according to increase their market share and sells.

iii. Financial Experts:

The financial experts will assit the company to obtain or source funding for change related expense and review of proposed budgers and profit forecasts.

iv. IT Specialists:

They will help in explaining the employees to understand the technology of PDA and GPS and its benefit to both the employees and employers. They will also help them learn to make them use easily.

b.identify what consulting model you would adopt to engage the specialists and be prepared to explain why you would use this model.

The consulting model to adopt to enagage the specialist are

i. the purchase of expertise model

ii. the doctor-patient model

iii. process consultation.

The consulting model I would adopt to enage the specialist is the Process Consultation.

Process Consultation is the creation of a relationship with the client that permits the client to perceive, understand, and act on the process events that occur in the client’s internal and external environment in order to improve the situation as defined by the client.

The General manager is very concerned about identifying change requirements in close consultation with the organsation.

Here the stakeholders are identified, their issues are identified and plans are made for engaging them in the company’s operations and achievement of goals. The process completes with the evaluation of the whole process and reporting back to the shareholders. Here , the managers, employees, employee union representatives and clients are enagaged to review the requirements of  a change in the business.

Who defines the problems

Stakeholders, cCients

Who defines the solution

Stakeholder, General Manager

Who implements the Solution

General Manager

How is the solution sustained?

Identifying the issues and plans to overcome them

How is capacity increased

What is the level of interaction between the client and consultant

High

In what situation is model appropriately applied?

To improve the client’s internal and external environment situation

6.

Identification of change management requirements and opportunities.

i. Having regular consultation with the unions and employees representative to understand the needs of the employee and to know if they are happy or is there any chances to be made.

ii. Raising the salaries of the driver or introducing reward such as bonus or incentives for the deserving employee.

iii. establish a structural change so that the company will have a dedicated sales team to build sales culture and facilitate training for specific skill set.

iv. Establish a structural changes to simplicy and clarify top-down, bottom up communication within the organisation so that communication is smooth and understood clearly.

7.        

Identify the manager / stakeholders and prepare a plan

The managers who needs to be informed are the General manager, HR Manager, Employee Union Representaive and IT manager.

i. The General Manager

The General Manager will be informed about all the progressions required regarding technology, employees, processess and structures..

ii.The HR Manager

The HR Manager ought to be informed about the progressions made in the work force and will ensure that the team works in unity and conformity.

iii.Employee Union Representative

The employee Union Representative will make sure there is effective and clear communication for top-down, bottom up communication

8.        

Prioritise changes

Priority

Description

In Short

1

Implementation of PDS and GPS technologies

Must Have

2

Implementation of 1 driver per truck policy to expand its no of truck by 8

Should have

3

Raising minimum slaries for drivers and introducing a bonus or incentives system based on their output of work

Could have

4

Regular consultation with the union, employees representative

Could have

5

Implementation of effective way of communication for top-down, bottom up communication

Should have

Task 2

Assessment Instructions

This is an individual assessment. Using the scenario information supplied, you will undertake a cost-benefit analysis for high-priority change requirements, undertake a risk analysis, identify barriers, and develop mitigation strategies. You will develop a change management project plan, assign resources and develop a reporting process. You will then present their analysis and project plan to management for approval.

Procedure

Review the simulated workplace information for Fast Track Couriers and develop a change management strategy for Fast Track, which you will present to management (your assessor) for approval, by following steps 1–6 below.

  1. Identify change goals and specify:
    1. who/what is impacted
    2. how they are impacted
    3. when the impacts will be realised.
  2. Identify the change goals you have identified are related to organisation’s strategic goals.
  3. Undertake a cost-benefit analysis of the of the change requirements. Include:
    1. the change requirements
    2. the costs of changes
    3. risks
    4. the possible benefits of each change
    5. assessment of the benefits against the costs and risks
    6. categorised changes:
      1. feasible (F)
      2. maybe feasible (MF)
  • not feasible (NF).
  1. Undertake a risk analysis of the change requirements:
    1. identify the risks and barriers
    2. analyse and evaluate the risks and barriers
    3. identify mitigation strategy.
  2. Develop a change management project plan. In order to justify your plan, include a brief explanation of the change management theory/methodology followed to embed change. Your plan must reflect theory and you must be prepared to explain to management how key elements of your plan, such as stakeholder management, communication, education/training plans, show elements of a particular theory.
  3. Include the following components in your plan:
    1. Stakeholder management:
      1. identify key stakeholders and roles
      2. identify commitment level
  • identify concerns/issues (and how can these will be addressed)
  1. consultation methods for engaging identified stakeholders.
  1. Communication plan:
    1. audience
    2. message
  • when this communication will occur
  1. how the message will be communicated (e.g. email, face to face, newsletter)
  2. person responsible.
  1. Education/training plan:
    1. participants
    2. the skills the training will provide
  • when the training will occur
  1. how the training will be delivered (e.g. class room, online, on-the-job)
  2. person responsible.
  1. Your project plan should also include a measuring/reporting strategy. Measurement and reporting strategy should include:
    1. how you will measure success
    2. how you will report success including:
      1. format of reports
      2. when will reports be produced (weekly, fortnightly, monthly)
  • who will receive a copy of the report.
  1. Finally, your project plan should also include a list of resources (tools, supplies, etc.)
  2. Gain approval for your change management strategy and ask for authorisation to implement strategy. Your assessor will approve your strategy based on your completion of this assessment task and satisfaction of specifications below.
  3. Submit all documents to your assessor as per the specifications below. Ensure you keep a copy of all work submitted for your records.

To be deemed competent you will need to successfully demonstrate the following:

You must submit:

  • change management project plan

Task 3

Assessment Instructions

This is an individual assessment. For this task, you are required to demonstrate the skills and knowledge required to implement change management strategy. Using the scenario information supplied, the candidate will conduct an implementation review. The candidate will then consult with a union representative and General Manager to receive input and develop a revised communication plan. Finally, the candidate will deliver a 5 minute information session to employees.

Procedure

  1. Review the simulated workplace information for Fast Track Couriers.
  2. Following the communications plan provided in Appendix, develop a survey to gather feedback from employees.
  3. Meet with a union representative (your assessor) to receive and discuss results of survey. Ask for additional input to help you revise your change management communications strategy.
  4. Draft revised communications plan and overall project plan (from Assessment Task 2) in consideration of barriers identified through consultation process (with your assessor acting as a union representative) and those identified in risk analysis provided in Appendix. Highlight strategic elements in your plan that you will deploy to gain trust and acceptance of change. Ensure you consider the needs of all stakeholders to gain support for planned changes.
  5. Meet with General Manager (assessor) to discuss ideas for revised communications plan and overall project plan based on feedback.
    1. Discuss the needs of all stakeholders.
    2. Discuss creative technique, activity or tactic you will use to gain trust and acceptance in the 5 minute information session you will deliver.
    3. Ensure you anticipate possible resistance by this stakeholder and promote your plans to gain acceptance.
  6. Develop a session plan for a 5 minute information session. Include an outline of what activities you will be doing, how long you will be doing them, and how the activity will achieve the goal of employee acceptance of change process. Ensure you anticipate possible resistance from these stakeholders and plan to overcome resistance.
  7. Deliver session to employees (your assessor/other learners). Ensure you take a consultative approach to the session and invite participation, questions, input, etc. and ensure you incorporate a creative technique, activity or tactic in the session.
  8. Submit all documents to your assessor as per the specifications below. Ensure you keep a copy of all work submitted for your records.

To be deemed competent you will need to successfully demonstrate the following:

You must submit copy of:

  • one survey
  • drafts of communications and overall project plans to indicate review of plans (including highlighted strategic element/s)
  • planning and support documents for your 5 minute information session (such as a plan for the session, PowerPoint presentation, handouts, and a creative activity for gaining trust and acceptance of change process).

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