G063 – Change Management

Learning Objective: By the end of this topic you should be able to: discuss change management discuss the factors which must be considered during changefactors

Change Management changes are a necessary part of business life change management is all about making the process of change as smooth as possible not just about new hardware & software … –change affects people too

Stages involved with Change: identify the need for change –deciding whether the change is necessary sharing the reasons for change with people within the organisation –so that it is a shared vision planning the change –producing an implementation plan  including changeover & training implementing the change –may involve changes in working practices

Change Management Factors 1.staff capability 2.staff views 3.systems 4.equipmentequipment 5.accommodation

Staff Capability staff may need to learn new skills –requiring re-training  sometimes difficult for long-term staff extra staff may need to be employed –and/or staff may be made redundant staff may need to be re-deployed elsewhere –may involve re-skilling –may involve relocation change may involve de-skilling  possibly demotivating to staff

Staff Views people are naturally resistant to change –feel uncomfortable management needs to carry the workforce with them –so that changeover is successful management needs to explain benefits of new system –to keep the workers on side misgivings of the staff need to be listened to staff need to be reassured –that their jobs are secure –that their existing skills are not undervalue

Systems new hardware/software may be installed –cost, needs to be compatible new software must be tested before implementation existing data needs to be transferred to the new system –timescale & responsibility decided on (when & who?) training needs to be given on the new system technical support is needed during the changeover monitoring procedures put in place –fit for purpose? user guides produced

Equipment new hardware needs to be purchased needs to be cost effective –within budget needs to be fit for purpose –suitable for the task new hardware installed & tested –faulty equipment leads to resistance to change –equipment needs to arrive on time maintenance –contracts purchased

Premises = buildings & space new equipment & staff need to be located somewhere temporary storage may be needed –during delivery & installation existing offices may need redesigning –to accommodate new equipment –new cabling for network/electricity? –air-conditioning installed? –…… new offices (&/or storage space) may be required –built, purchased or leased

Approaches for Managing Change consultation participation communication

Managing change: Consultation there is always resistance to change staff more likely to support change if consulted –by asking their opinions staff may feel undervalued if not consulted 2-way exchange of views & opinions –feel part of the change process –being listened to people may have useful suggestions –if these are taken on board then they maybe more likely to encourage others to support the change

Managing change: Participation employees need to be motivated to change –different people require different motivation factors employees can be used to help introduce changes –‘get them involved’ – give them ‘ownership’  feel more valued  more likely to be supportive of the change

Managing change: Communication must explain the need for change clearly to all staff –not just ‘change for change sake’ rumour and misinformation must be avoided –they may suggest changes are worse than they really are? staff need to know how change will affect them: –reassurance that jobs are safe –discussion of benefits –discussion of need for training –discussion of need for redundancies consider all parties −motivation of staff (‘a happy worker is a productive worker’)