Unit 341 (M&L 19): Implement change presentation ... · presentation PowerPoint Recap session Unit 341 (M&L 19): Implement change. ... Presentations • Ideal for core project team

Level 3 Diploma in Business Administration

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Unit 341 (M&L 19): Implement change



Today’s objectives

• Introduction to the course and scheme of work

• Understand the principles of change management

• Be able to plan the implementation of change

• Be able to manage the implementation of a change plan

• Be able to evaluate the effectiveness of the implementation of change

plans

• End assessment



Effective leadership

In order to manage change effectively, you will need to rely on the

specific kinds of attitudes and behaviours underpinned by effective

leadership strategies, techniques and approaches.

What are these

skills?



Stakeholders involved in change

Team members Other

departments

Managers Customers

Suppliers

Local

community



Stakeholders involved in change

These can be broken down into INTERNAL and EXTERNAL

Team members Other

departments Managers

Customers Suppliers Local

community



Change management models

There are a number of change management models available

including:

• Kotter’s 8-step change model

• Lewin’s change management model

• The change curve



Kotter’s 8-step change model

71 2 3 4 5 6 8

Creating a climate

for change

Engaging the whole

organisation

Implementing

and sustaining



Lewin’s change management model

• Ensure that stakeholders are ready for change

Unfreeze

• Execute the intended change

Change• Ensure that

the change becomes permanent

Refreeze



The Change Curve

Denial

Anger

Exploring

Acceptance

Stage 1

Information

Stage 2

Support

Stage 3

Direction

Stage 4

Encouragement

Confidence, m

ora

le

and e

ffectiveness

Time

Looking to the past Looking to the future



Business risks

With any change there are always going to be business risks, this is

why it’s important you assess these risks.

Problem

or issue

Options

Options

Options

Options

Options

Implications

Implications

Implications

Implications

Implications

Implications

Judgements DecisionImplementation



SWOT

Strengths Weaknesses

Opportunities Threats

Strengths: characteristics of the business or project that give it an

advantage over others

Weaknesses: characteristics that place the business or project at a

disadvantage relative to others

Opportunities: elements that the project could exploit to its advantage

Threats: elements in the environment that could cause trouble for the

business or project



PESTLE

Political

Economic

SocialTechnological

Legal

Environmental

Your

objective



Force Field Analysis

Present state

or

Desired state

Driving forces

(Positive forces for

change)

Restraining forces

(Obstacles for change)



Crisis management

This is the process by which an organisation deals with a major event

that could cause significant disruption to its operations.

When change is implemented in the business, this will create additional

risks, so it is important to create a crisis management plan.

Preparedness

ResponseRecovery

Mitigation and prevention



Barriers to change

When implementing change you will need to consider the barriers that

may occur.

Some examples could be:

• unclear communication

• lack of leadership

• insufficient resources

• no clear strategy

• employee resistance.



Evaluating change

When you have implemented change, it is important to evaluate its

impact.

You could do this through:

• gap analysis

• stakeholder satisfaction reviews

• cost–benefit analysis.



The need for change

There are many reasons as to why businesses may need to implement

change. Reasons can usually be broken down into two categories.

Here are some examples below:

INTERNAL EXTERNAL

Review of policies and

procedures

Changes in global markets

Accommodation issues New competitors or

technology

Pay structures Government legislation

Employee feedback Customer feedback



Consequences for not implementing change

It can be easy to ignore issues and not implement changes.

Implementing change can be a challenging task. Not acting change can

cause severe consequences for both the individual and the

organisation.



Roles and responsibilities of the project team

When you are implementing change, you may need to establish a

change management project team.

You can break these roles down into two categories

Core members

Will be involved in the change project from start to finish and normally

have a broad range of skills which will be applicable throughout the

project.

Non-core members

May be brought in where specific skills are needed for a short period or

to carry out a particular task.



Roles within the project team

Here are some examples of roles:

• Change Project Sponsor

• Change Project Manager

• Team Members

• Customer Representatives

• Stakeholders



Plan the implementation of change

It is important to design a plan before you implement change. You will

need to ensure that within your plan, you include SMART targets.



Briefing the team

The best method to communicate the change will depend on the nature

of the change and the location of the team.

Here are some examples.

Meetings

• Ideal for people at the same location with a direct impact of the change

Team briefings

• Ideal for larger groups to give an overall picture

Presentations

• Ideal for core project team to gain a full understanding of the change process

Reports

• Ideal for stakeholders to update on progress



Escalation processes

The process for reporting problems will vary depending on the project

and the organisation that you work for. Processes/documents that

could be used are, for example:

• Change logs

• Progress meetings



Monitoring techniques

The monitoring of change is very important in ensuring that the change

is delivered on time and within scope and budget. In order for this to be

successful, monitoring techniques should be incorporated in the early

planning stages of the change.

There are a wide range of change management monitoring techniques

available for use and the technique chosen will depend on the nature

and size of the change being implemented.

Examples include:

• Gantt charts

• Critical Path Analysis

• Milestone slip charts

• Progress reports



Gantt charts

Task Jan Feb Mar Apr

Task 1

Task 2

Task 3

Task 4

Completed Not completed



Critical Path Analysis

Crack

eggs

Slice

bread

Fill

Kettle

Wait for eggs to poach

Wait for bread

to toast

Wait for kettle

to boil

Butter

toast

Make

tea

Make

Meal

Eat

meal

Time



Milestone slip charts



Progress reports

Depending on the audience of the report, It could detail an overall

summary of progress to date, or it could be broken down into individual

milestone progress. This report could also contain the charts mentioned

previously to illustrate progress.



Implement plans within the agreed timescales

Delays in implementing the change can mean late, over-budget

projects, so its important to keep the implementation timescales. There

are many ways to achieve this, such as:

• not allowing small deadlines to slide

• keeping clear track of milestones

• being flexible in the approach to the plan

• prioritising resources appropriately.



Providing support

It is important to be able to provide appropriate support to your team

members and other stakeholders whilst the change is being

implemented.

Examples of doing this include:

• re-assurance about job roles

• involvement in the change management process

• regular updates of information

• provision of training

• counselling.



Contingency plans

Contingency Plan

Description of the

problem

Workaround of problem

Scope of contingency

Probability and impact



It is important that problems are managed effectively when they occur.

Having an effective contingency plan will help you achieve this. In order

to develop a contingency plan, ask yourself these questions:

• What problem could occur?

• How can we workaround the problem?

• What is the scope of the workaround?

• What is the likelihood of the problem?

• What impact could it cause?

Contingency plans



Any questions?

Documents

Unit 341 (M&L 19): Implement change presentation ... · presentation PowerPoint Recap session Unit 341 (M&L 19): Implement change. ... Presentations • Ideal for core project team