Reference no: EM132316938

Lead and Manage Organisational Change Assignment -

Performance Criteria -

1. Identify change requirements and opportunities -

1.1 Identify strategic change needs through an analysis of organisational objectives.

1.2 Review existing policies and practices against strategic objectives to identify where changes are required.

1.3 Monitor the external environment to identify events or trends that impact on the achievement of organisational objectives.

1.4 Identify major operational change requirements due to performance gaps, business opportunities or threats, or management decisions.

1.5 Review and prioritise change requirements or opportunities with relevant managers.

1.6 Consult stakeholders, specialists and experts to assist in the identification of major change requirements and opportunities.

2. Develop change management strategy -

2.1 Undertake cost-benefit analysis for high priority change requirements and opportunities.

2.2 Undertake risk analysis and apply problem solving and innovation skills to identify barriers to change and agree and record mitigation strategies.

2.3 Develop change management project plan.

2.4 Obtain approvals from relevant authorities to confirm the change management process.

2.5 Assign resources to the project and agree reporting protocols with relevant managers.

3. Implement change management strategy -

3.1 Develop communication or education plan, in consultation with relevant groups and individuals, to promote the benefits of the change to the organisation and to minimise loss.

3.2 Arrange and manage activities to deliver the communication or education plans to relevant groups and individuals.

3.3 Consult with relevant groups and individuals for input into the change process.

3.4 Identify and respond to barriers to the change according to risk management plans.

3.5 Action interventions and activities set out in project plan according to project timetable.

3.6 Activate strategies for embedding the change.

3.7 Conduct regular evaluation and review and modify project plan where appropriate to achieve change program objectives.

Assessment Requirements -

Performance Evidence: Evidence of the ability 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.
• Prioritise opportunities for changes with input from managers.
• 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 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.

Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.

• Knowledge Evidence - To complete the unit requirements safely and effectively, the individual must:
• Explain the change management process or cycle and strategies for communicating and embedding change
• Explain how organisational behaviour and the external environment can impact on change strategies
• Describe the components of a change management project plan
• List potential barriers to change and explain possible strategies to address barriers.

Assessment Conditions - Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the creativity and innovation and include access to:

• Workplace documentation and resources
• Office equipment, materials and software packages
• Case studies or, where available, real situations
• Interaction with others.

Assessors must satisfy NVR/AQTF assessor requirements.

Activities -

Complete the following activities individually or in a group (as applicable to the specific activity and the assessment environment).

Where applicable, a signed observation by either an approved third party or the assessor will need to be included in these activities as proof of completion.

Activity 1A -

Objective - To provide you with an opportunity to identify strategic change needs through an analysis of organisational objectives.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to analyse an organisation's objectives when identifying change requirements or opportunities?

2. Give three examples of the types of strategic change that may be required as a result of an analysis of organisational objectives.

Activity 1B -

Objective - To provide you with an opportunity to review existing policies and practices against strategic objectives to identify where changes are required.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why should existing policies and practices be reviewed against strategic objectives?

2. Imagine that an organisation has a new strategic objective concerning the introduction of new technology throughout the business which will affect all employees. Which types of policies and practices may need to be reviewed in the light of this objective?

Activity 1C -

Objective - To provide you with an opportunity to monitor the external environment to identify events or trends that impact on the achievement of organisational objectives.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Give six examples of the types of external trends or events that may impact the achievement of an organisation's objectives.

2. Using the PESTLE analysis tool, identify three current factors in each category which affect (or may potentially affect) your industry sector.

Activity 1D -

Objective - To provide you with an opportunity to identify major operational change requirements due to performance gaps, business opportunities or threats, or management decisions.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Give 3 examples of each of the following factors which may result in change in an organisation:

2. Imagine that a graphic design company has found that they are only delivering 70% of customer projects on time, that customer satisfaction is low and that a competitor has started trading on the same business park, targeting the same customer base. What changes might arise from this set of circumstances?

Activity 1E -

Objective - To provide you with an opportunity to review and prioritise change requirements or opportunities with relevant managers; and to consult stakeholders, specialists and experts to assist in the identification of major change requirements and opportunities.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to review and prioritise change requirements or opportunities with relevant managers and specialists?

2. Group and case study questions - to be conducted and assessed by the trainer.

a) In groups of three/four, the learner should consult with the group:

Meet with a group of managers about proposed new changes in manufacturing processes to improve productivity and reduce waste for the supply of ready-made sandwiches. Draw up an agenda for a meeting with this group and consult them about the proposed changes and their priorities.

b) Case study exercise - to be carried out in pairs, the learner should brief:

Brief a contractor to support you in identifying opportunities for a major change in your organisation/example organisation. What key points would you wish to include in this conversation?

Activity 2A -

Objective - To provide you with an opportunity to undertake cost-benefit analysis for high priority change requirements and opportunities.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to undertake a cost-benefit analysis for high priority change requirements and opportunities?

2. Imagine the graphic design company has decided to invest $50,000 in new equipment, staff training and consultancy support to streamline its work flow. What are the potential tangible and intangible benefits to be achieved from this investment?

Activity 2B -

Objective - To provide you with an opportunity to undertake risk analysis and apply problem solving and innovation skills to identify barriers to change and agree and record mitigation strategies.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. What is the purpose of a risk analysis when developing a change management strategy?

2. Imagine that the graphic design company is introducing new technology and working practices. What barriers might be encountered?

3. What mitigation strategies could be implemented to avoid the barriers identified in the previous question?

Activity 2C -

Objective - To provide you with an opportunity to develop change management project plan.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to develop a change management project plan?

2. What key information should be included in the change management project plan?

Activity 2D -

Objective - To provide you with an opportunity to obtain approvals from relevant authorities to confirm the change management process.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to gain approval from relevant authorities for change management processes?

2. The following question is to be conducted and assessed by the trainer.

In pairs, the learner should carry out the following:

You are applying for access to a funding partner's grant for businesses such as yours/example business. You are seeking their approval for a change programme in which you are requesting a $5,000 investment in developing new procedures and staff training.

Consult with and ask the funding partner for approval.

You may want to include the following points in your consultation:

• Review the funding partner's criteria for awarding the grant
• Ask the funding partner for examples of the types of projects that they have invested in before, and the types of projects which they will support in the future.
• Brief the funding provider on your proposal and how it satisfies their criteria and benefits the business, staff and customers.
• Share the change management strategy and project plan with them
• Sell the benefits of your change programme
• Seek information about any conditions that they might impose on the funding and assure them of how these will be incorporated in your plans.

Activity 2E -

Objective - To provide you with an opportunity to assign resources to the project and agree reporting protocols with relevant managers.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. What kind of resources might you allocate to a project?

2. Identify a current, small-scale work (or non-work-related) project that is taking place in your organisation (or example organisation). Identify the resources that would be required to successfully implement this project.

3. For the project above, identify who needs to be updated as to the progress of the project, how this is done and how frequently.

Activity 3A -

Objective - To provide you with an opportunity to develop communication or education plan, in consultation with relevant groups and individuals, to promote the benefits of the change to the organisation and to minimise loss.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Develop a communication plan for your organisation, or an example organisation, as part of implementing change strategy and consult with two other members of your group, as acting stakeholders.

2. Think of a recent change that took place in your organisation or another organisation that you know. What were the benefits of this change?

3. Thinking of the same change as in the previous question, what types of loss were experienced by people affected by or involved in the change? How could this be taken into account in the communication process?

Activity 3B -

Objective - To provide you with an opportunity to arrange and manage activities to deliver the communication or education plans to relevant groups and individuals.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Imagine that you are planning a series of briefing sessions to brief the staff about a forthcoming office move. What should your briefing cover?

2. What practical arrangements do you need to consider when arranging and managing communication/training activities?

Activity 3C -

Objective - To provide you with an opportunity to consult with relevant groups and individuals for input into the change process.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Imagine that you are planning a consultation event in your own organisation as part of a change program to introduce new equipment (hardware or software).

How would you select members of the consultation group/s?

When, where and how will the consultation/s take place?

What key questions will be asked as part of the consultation process?

What will happen to the results/output from the consultation process?

2. In groups of three or four, the learner should discuss how the changes would affect their own organisations.

Activity 3D -

Objective - To provide you with an opportunity to identify and respond to barriers to the change according to risk management plans.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

 

Imagine that you are managing the project which you considered in Activity 3C. What kind of barriers might you encounter and how might you respond to them?

Activity 3E -

Objective - To provide you with an opportunity to action interventions and activities set out in project plan according to project timetable.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

Choose three of the following possible interventions and actions which may occur on a project plan. Thinking of the context of your own organisation, describe how you would ensure the correct/appropriate implementation of these actions:

• Action research
• Career planning
• Job redesign
• Sensitivity training
• Succession planning
• Surveys (with feedback)
• Team building
• Termination or redeployment
• Training
• Transition analysis.

Activity 3F -

Objective - To provide you with an opportunity to activate strategies for embedding the change.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to activate strategies for embedding the change?

2. Imagine that you are managing a change programme to implement a series of complex new procedures which are designed to reduce waste and improve quality and efficiency. Which strategies might you use to embed the change?

Activity 3G -

Objective - To provide you with an opportunity to conduct regular evaluation and review and modify project plan where appropriate to achieve change program objectives.

Activity - Complete the following individually or in a group (as applicable to the specific activity and the assessment environment):

1. Why is it important to evaluate and review progress during a change management programme?

2. What methods can be used to evaluate and review progress of a change programme?

3. Group question - to be assessed by the trainer:

Following on from Activity 3F, in a group of three, evaluate the change programme that has been implemented for a series of complex new procedures designed to reduce waste and improve quality and efficiency. Include the methods you would use to review progress towards achieving your objectives.

Summative Assessments -

The summative assessments are the major activities designed to assess your skills, knowledge and performance, as required to show competency in this unit. These activities should be completed after finishing the Learner Guide. You should complete these as stated below and as instructed by your trainer/assessor.

Skills, knowledge and performance may be termed as:

• Skills - skill requirements, required skills, essential skills, foundation skills
• Knowledge - knowledge requirements, required knowledge, essential knowledge, knowledge evidence
• Performance - evidence requirements, critical aspects of assessment, performance evidence.

Section A: Skills Activity

The Skills Activity is designed to be a series of demonstrative tasks that should be assessed by observation (by the assessor or third party, depending on the circumstances).

It will demonstrate all of the skills required for this unit of competency - your assessor will provide further instructions to you, if necessary.

Section B: Knowledge Activity (Q & A)

The Knowledge Activity is designed to be a verbal questionnaire where the assessor asks you a series of questions to confirm your competency for all of the required knowledge in the unit of competency.

Section C: Performance Activity

The Performance Activity is designed to be a practical activity performed either in the workplace or a simulated environment. You should demonstrate the required practical tasks for the unit of competency and be observed by the assessor and/or third party, as applicable to the situation. If the third party is required to observe you, you will need to make the required arrangements with them.

If necessary for the activities, you should attach completed written answers, portfolios or any evidence of competency to this workbook.

Section A: Skills Activity

Objective: To provide you with an opportunity to show you have the required skills for this unit.

A signed observation by either an approved third party or the assessor will need to be included in this activity as proof of completion.

This activity will enable you to demonstrate the following skills:

Reading

• Interprets detailed information that may deal with complex ideas related to issues both within and outside the workplace context

Writing

• 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.

Oral Communication

• Discusses and seeks information using appropriate structure and language for the particular audience.
• Uses questioning and active listening to clarify or confirm understanding.

Numeracy

• Interprets, analyses and presents numeric/financial information in complex documents.

Navigate the world of work

• Takes a lead role in the development of organisational strategic goals and associated roles and responsibilities Interact with others.
• 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.

Get the work done

• 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.
• Develops new and innovative ideas through exploration and lateral thinking.

Answer the activity in as much detail as possible, considering your organisational requirements.

1. Create a draft for a change development plan.

The learner must first research organisational objectives and existing policies.

The learner must then identify and document any barriers to change they find within the organisation, as well as any operational shortfalls they may find.

With this information the learner should then consult with relevant personnel in the organisation, to gather and document their opinions. Setting up any meetings or interviews as required. The end product of this undertaking should be a draft plan that can be presented and explained to the senior management team or to the relevant stakeholders within the learner's organisation.

Section B: Knowledge Activity (Q & A)

Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

The answers to the following questions will enable you to demonstrate your knowledge of:

• Explain the change management process or cycle and strategies for communicating and embedding change
• Explain how organisational behaviour and the external environment can impact on change strategies
• Describe the components of a change management project plan
• List potential barriers to change and explain possible strategies to address barriers.

Answer each question in as much detail as possible, considering your organisational requirements for each one.

All answers will vary depending on the learner and the organisation they work for, but the learner should be able to answer each question competently.

1. List and describe the two main types of change.

2. What does a communication plan or strategy need to consider?

3. List the 7 items that an organisation can be affected by in the external environment.

4. List 5 core details that should be included in a project plan document.

5. Name the 4 key steps managers can take to respond to barriers to change.

Section C: Performance Activity

Objective: To provide you with an opportunity to demonstrate the required performance elements for this unit.

A signed observation by either an approved third party or the assessor will need to be included in this activity as proof of completion.

This activity will enable you to demonstrate the following performance evidence:

Evidence of the ability 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
• Prioritise opportunities for changes with input from managers
• 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 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.

Answer the activity in as much detail as possible, considering your organisational requirements.

All activity answers will vary depending on the learner and the organisation they work for, but the learner should be able to demonstrate their competency in the unit requirements.

1. Develop a change management project plan.

The learner must:

• Analyse and interpret information from their organisation's internal environment
• Consult with relevant stakeholders
• Consider resources, risk management, and timelines
• Develop strategies to communicate the change
• Agree on strategies with relevant managers
• Review and evaluate the plan with relevant personnel.