Change Management For Functions Of Organizations

Assessment 2

Describe about The Change Management for Functions of Organizations.

Introduction

The leadership is one of the important functions of the organizations (Goethals et al. 2014). It is concerned with the creation of a compelling vision, motivation of the people, management of the delivery of the predetermined mission and coaching of the team. The followers should be motivated so that they are instrumental in the process of achievement of the mission. The assessment 1 would discuss the action plan prepared for the purpose of implementation of the change strategy in the organization. The communication plan is discussed along with a focus on the leadership style. It would also focus on the budget after consulting with the CEO. The assessment 3 would discuss the “lead team workshop” performed with the managers. The assessment 4 would discuss the professional development plan along with the identified activities in the plan.

Current scenario

Max Lionel was founded in the year 2008 and has an employee base of 100 people out of which there are 80 people who have license for doing their real estate job. The organization plans to implement an organizational change strategy after consulting with various stakeholders. It would take into consideration all the factors for the purpose of the implementation of the “change strategy”.

The action plan should be developed based on the sustainability goals of the organization. It is also important to identify the possible linkages between the activities, resources and the outcomes. The successful implementation of the strategy for changes requires an effective action plan. The main components of the action plan are discussed below-

Support for Change- It is important for the management to demonstrate support for the required changes and the necessary reasons for the change should be identified.

Employee Involvement- It is important for the employees to be involvedin the change management process and there should be active participation of them (Harmon 2014).

Communication of the Change- The changes should be systematic and structured. A proactive approach should be undertaken for minimizing the degree of resistances from the employees (Harmon 2014).

Actual implementation- It is important for the planned change system to implement in the organization. There should be a timeline for the purpose of change management implementation (Huy Corley and Kraatz2014). A logical implementation process should be followed.

Removal of possible barriers- There can be a lot of barriers during the implementation of changes such as employee’s resistance to change, process obstacles, lack of coordination from the top management and others (Hayes 2014).

Action Plan

The changes should be evaluated and check whether the actions plan fulfilled its pre-determined objectives.

Item	Milestone	Responsibility
Support for Change	Employee readiness	Middle management
Employee Involvement	Participation in Decision making	Middle management
Communication of the Change	Selection of communication tools	Change Manager
Actual implementation	Timeline	Change Agent
Removal of possible barriers	Removal of barriers	Middle Management
Evaluation	Conform with objectives	Change Manager

Fig: Action Plan

Source: Created by author

One of the most important budget considerations for Max Lionel is the formulation of a budget proposal. There are a number of budgetary parameters involved such as budget at the project level and budget at the organizational level(Hope and Fraser 2013). The impacts of theproject level are concerned with the specific project initiatives and can be impact tools, processes, job roles, reporting structures and others. The associated costs can be costs of project delays, missed milestones, budget overruns, required rework and others. The organizational level costs may be present beyond the project life cycle(Hope and Fraser 2013). The various costs associated at the organizational level include productivity plunges, loss of talented manpower, reduced work quality and others(Hope and Fraser 2013). The budget for this project is illustrated below-

Budget Parameters	Cost (in $)	Description
Human Resource	1500	Compensation to employees
Promotions	4000	Marketing tools
Training	3200	Coaching for staffs
Communication Methods	800	Face to face, intranet, newsletter
Evaluation tools	700	Surveillance tools
TOTAL	12,000

Fig: Budget for Change Management Process

Source: Created by Author

A communication plan is essential that display the methods of communication in the change management process. The formulation of communication plan comprises of number of steps such as awareness, understanding, positive perception, pilot implementation, adoption and institutionalism(Cornelissen 2014). The face to face communication is one of the most effective communication methods in the event of change management process (Cornelissen 2014). The senders are required to send appropriate messages to the employees regarding the change process. The other modes of communication include newsletters, brainstorming exercises, presentations, intranet and others (Whitaker 2016). A combination of these communication channels should be used for the creation of maximum impact. The following is a communication plan that can be used for this purpose-

Stakeholders	Communication Method	Frequency	Responsibility
CEO	Face to face meeting	Start of Project	Milestones, Value indicators, Key issues
Development Team	Face to face/Intranet	Weekly	Project Schedule, Change requests, Key entities
Client Sponsor	Newsletter	Weekly	Review status, Change request log
Employees	Email	Fortnightly	Progress of change management

Fig: Communication Plan

Source: Created by Author

Leadership is an integral part of the change management and it is one of the top priorities of the companies (Kerzner2013). The involvement of true leadership inspires the followers to achieve the organizational objectives and which is above the cultural expectations. The managers should involve in the removal of possible obstacles in the path of change management. Change usually involves a deviation from the regular norms and behaviors(Kerzner 2013). The leaders should foster positive behaviors regarding the proposed change process.

The project shouldhave a proper plan for the purpose of maximum effectiveness. The first and the foremost tasks is deciding the kind of system that would be required in the organization. The customer perspective and the process perspective should be taken into consideration before formulating the final plan. The capacity of learning, growth of the particular strategy should be considered before implementing the same.

Budget

The change management plan shouldsatisfy the organizational as well as legal requirements (Cummings and Worley 2014). The documentation of the plan should be as per the legal guidelines of the organization and the specific country of operation. The regulatory developments should be tracked and the compliances should be followed in order to make the change management plan successful(Cummings and Worley 2014). The real-time reports should be aggregated into specific dashboards so that the senior management gets an idea regarding the change process. The regulatory requirements should be adhered for ensuring zero obstacles in the change management process.

The different modes of communication should be used for the purpose of disseminating information regarding the change process (Garvey 2014). The actual implementation is also dependant on the adoption of correct communication channels. The CEO would engage in face to face communication with the team members. The development team would use the company intranet as well as face to face meetings with the other stakeholders. The client sponsors may use a weekly newsletter for the purpose of reviewing the status of the change project(Garvey 2014). The use of email is also important for the purpose of creating effective communication.

The organizational change management plan must address the associated risks with the change management process (Cummings and Worley 2014). There can be various forms of risks such as corrupted information, destruction of vital facts, degraded computer performance, resignation of the key persons in the organization, loss of productivity and any reputational risks. Another major risk is the resistance to change when the employees are reluctant to adopt any new process or system in the organization. It is important to formulate a risk mitigation plan aimed for minimizing these risks that could act as barriers in the change process.

The departmental heads, production head, human resource managers, strategic advisors and all other stakeholders must be consulted during the formulation of the change management plan. The departmental managers should be consulted and the plan should be shared with them. Their feedback as well as any necessary suggestions should be incorporated into the plan. It is important to demonstrate transformational leadership, in which the leaders would be the ones to initiate the process of change in the organization (Avolio and Yammarino2013). They would motivate the fellow employees so that they can meet the challenging expectations and result in the high performance. It is also important to foster ethical behavior in the team and follow honest means to achieve the organizational objectives.

Communication Plan

The plan is revised and some necessary changes have been incorporated. An ethics charter is developed which is based on the “Real Estate Institute of Victoria (REIV) Code of Conduct”. The agents were encouraged to use the Charter by making necessary amendments. The training of the agents and the managers would be based on the rules laid down by the Charter and the ethical responsibilities.

Agenda for workshop

It is important to develop major activities that would be undertaken in the workshop. There would be adequate time so that managers can be involved in fostering training for the agents. The following chart shows the agenda for the workshop-

Role	Name	Responsibility	Duration
CEO	Max Lionel	Share the strategic directions	2 hour
Chief Financial Officer	RizMehra	Budgets for the projects	2 hours
Operations General Manager	Kim Sweeney	Operational issues identification	1 hour
Human Resource Manager	Les Goodale	Production Capacity	1 hour
Manager, Residential Realty	Sam Lee	Activities of residential agents	1 hour
Manager, Investments	Peter Mitchell	Activities of investment agents	1 hour

Fig: Agenda for workshop

Source: Created by author

The agenda for the workshop should be followed with close attention to the time frames. The key persons should drive the workshop along with the designated time limits. This would ensure sufficient time for the practical training of the agents by the concerned managers.

The lead time workshop is an important part of the change implementation plan. It is important to ensure the effective training of the agents so that they would be able to deliver the desired performance. The objective of the training workshop is to improve the quality of the human resources by making them aware of their job responsibilities so that they can fulfill their work objectives. It is important to cover all the important aspects of the major tasks in the workshops. The managers should be assigned roles based on their areas of expertise and the departments with whom they are attached in the organization. It is also important to ensure that the agents involve in ethical behavior when dealing with the change management process. They should not adopt unethical practices for the purpose of achieving the organizational objectives. The transformational leadership as well as charismatic leadership would be used by the managers in which the charismatic leader would help in the change management of the organization (Muenjohn 2015). He would inspire the employees by convincing them the change process would be beneficial to them.

The organizational legislations concerning the change management is an integral component of the lead time workshop. It is important to identify the laws governing the jurisdictions and the business lines. There should be brainstorming ideas that underlines the methods for the delivery of effective training(Mercier-Laurent 2015). Everyone should give their feedback regarding training tools such as presentation, role plays, templates, samples, brochures and others. It is important to implement innovative training methodssuch as fish bone diagrams, storytelling, 3D technology, social networking games and others (Mercier-Laurent 2015). These tools would make the employees learn important concepts in an interesting manner. A combination of the training approaches should be used for the purpose of maximum impact. A budget of $3200 would be used for training purpose. The training manager should take notes during the workshops in order to check the number of people participated. It is also important to evaluate the effectiveness of the training content.

Planning

The Ethics Charter must be prepared according to the “Real Estate Institute of Victoria Code of Conduct” and must be communicated to all the stakeholders (Reiv.com.au 2016). The Ethics Charter is formulated as described below-

Ethics Charter

Real estate agency practice should be encouraged in a good manner.

A member should represent themselves as agents only if they have the authorities for doing so.

The members should act fairly as well as honestly in their professional endeavors.

The supervision of the employees is important by the controller of the agency and check their compliance with the laid down legislations.

The members must verify all the information before the execution of any contract (sales or lease)

The agents must advice the clients regarding the present market price of the real estate properties.

The agents should refrain from disclosing confidential information related with the customers.

The members are prohibited to accept any forms of commission from the clients regarding the services offered

The agents are supposed to inform the owner in the event there is a breach of the “tenancy agreement”.

Fig: Ethics Charter

Source: Created by Author

The training manager should also pay attention to the Work Health and Safety Policy (WHS) for the well-being of the employees. The senior management should engage in active as well as visible leadership by giving adequate attention to the WHS policies. They should also engage in safety planning and monitor compliance with respect to safety guidelines. Adequate attention should be given to risk management plans. Training should be provided based on the incident as well as hazard reporting. A section of the Ethics Charter should essentially contain the WHS guidelines.

The managers should be trained in the ethics charter and the WHS rules. They should gain in depth knowledge so that they can train the agents. The managers would be responsible for the planning and delivery of training to the individuals. It is also important to analyze the competency of the individual as well as measure the effectiveness of the training program. The training objectives should be made clear to the agents. The ethics objectives may include the identification of relevant legislations, “nondiscriminatory “manner of acting, follow of Ethics Charter and others. The performance management of the agents must be done regularly which would evaluate their ability to meet the organizational objectives.

This task involved the transformational leadership in which there is mutual coordination between the leader and the followers so that they can identify the change required in the organization (Van Knippenberg and Sitkin 2013). The transformational leader aims at creating vision for the followers in order to guide the change process in the organization. The leaders are responsible for planning, executing, motivating and implementing the change process which would be beneficial for the organization.

The professional development plan (PD) is important for every person (King 2014). The goal setting is the basic criterion for setting out the professional development plan. It is important to set the goals first and then devise a professional development plan. My short term goals include the improvement of my skills and knowledge related to my professional field. I am aware of the fact that for any job role, the person should have in-depth knowledge of the subject area. My long term professional goals include that I want to reach a responsible position in which I would get sufficient professional exposure. My short term personal goal also includes the practical exposure to a job skill as I know that in the modern day job world, the employers put huge importance on the practical aspects of a job. It is not only important to gain a degree from the top universities but gain practical work experience. My long term personal goals include that I wish to improve my leadership capabilities as I believe that I have the qualities to be a successful leader. Leadership cannot be taught in any university, it can be gained only through practical experience. My long term professional goals include demonstrating my leadership capabilities in a large organization with minimum employee strength of 1000.

Name Date of Development                                                                                      Date to be reviewed Discussed with mentor                                                                                   Discussed with manager
GOALS
Timeframe	Personal Goals                                      Professional Goals
Next 12 months	Enhance my knowledge and skills                   Reach responsible position
Practical exposure to job skill                           Be middle level manager
Next 5 years	Improve my leadership skills                             Leader of a team with size 1000

Fig: Professional Development Plan

Source: Created by author

It is also important to focus on the three important aspects such as training, professional development and networking. The third parties such as superiors, managers, trainers, industry peers and others are consulted for the verification of the participation purpose. The following table gives a clear idea regarding the same-

Identified Gap	Development activity	Objective	Timeframe	Cost
Skills gap	Workshop	Enhance Skills	4 months	$2000
Knowledge gap	Operational manual	Enhance knowledge	2 months	$ 1800
Communication Gap	Practice effective interaction	Be fluent communicator	1 month	$ 500
Unable to influence groups	Watch successful leaders perform	Be good influencer	5 months	$ 100

Fig: Professional Development and Networking activities

Source: Created by Author

Conclusion

Leadership is one of the most important tasks of the management in which it is important to be a transformational leader in order to foster an environment of change in the organization. It is important to aim for excellent human resources by proving them sufficient training. The various aspects of a change process are discussed such as action plan, budget, communication plan, planning and others. The plan is being revised after consultation with the managers. The Ethics Charter as well as WHS responsibilities are prepared which should be communicated to all the employees. A professional development plan is being created which identifies the personal as well as professional goals of a leader. This report is aimed to provide adequate understanding regarding the change management process and the leadership skills required to sustain a change process.

References

Avolio, B.J. and Yammarino, F.J. eds., 2013. Transformational and charismatic leadership: The road ahead. Emerald Group Publishing.

Cornelissen, J., 2014. Corporate communication: A guide to theory and practice. Sage.

Cummings, T.G. and Worley, C.G., 2014. Organization development and change. Cengage learning.

Garvey, W.D., 2014. Communication: the essence of science: facilitating information exchange among librarians, scientists, engineers and students. Elsevier.

Goethals, G., Allison, S., Kramer, R. and Messick, D. eds., 2014. Conceptions of leadership: Enduring ideas and emerging insights. Springer.

Harmon, P., 2014. Business process change. Morgan Kaufmann.

Hayes, J., 2014. The theory and practice of change management. Palgrave Macmillan.

Hope, J. and Fraser, R., 2013. Beyond budgeting: how managers can break free from the annual performance trap. Harvard Business Press.

Huy, Q.N., Corley, K.G. and Kraatz, M.S., 2014. From support to mutiny: Shifting legitimacy judgments and emotional reactions impacting the implementation of radical change. Academy of Management Journal, 57(6), pp.1650-1680.

Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

King, F., 2014. Evaluating the impact of teacher professional development: an evidence-based framework. Professional development in education, 40(1), pp.89-111.

Mercier-Laurent, E., 2015. The Innovation Biosphere: Planet and Brains in the Digital Era. John Wiley & Sons.

Muenjohn, N. (2015). Transformational leadership: The influence of culture on the leadership behaviours of expatriate managers. international Journal of Business and information, 2(2).

Reiv.com.au. (2016). REIV – Real Estate Institute of Victoria. [online] Available at: https://www.reiv.com.au [Accessed 1 Nov. 2016].

Van Knippenberg, D. and Sitkin, S.B., 2013. A critical assessment of charismatic—Transformational leadership research: Back to the drawing board?. The Academy of Management Annals, 7(1), pp.1-60.

Whitaker, S., 2016. Stakeholder Management. In Pass the PMP® Exam(pp. 445-474). Apress.