Change Management Briefing Report Template

Introduction

Provide an overview of the current situation facing Samson Industries including:

 Analysis of the company’s organizational objectives and identification of strategic changes

needs.

Samson media, which is a publisher of several upmarket fashion magazines, has strong link with
numerous high-profile fashion houses. However, of late Samson Media has lost a considerable
number of readership in the past two years. This can be attributed to the competition that it has
been facing from the upcoming fashion magazines. The second issue that the company is facing the
shift from print media to digital media. As there has been a decline in the readership, there has also
emerged the plummeting of the profits by a margin of 20 per cent. This has further led to the
decrease in the price share. To recover from this loss faced by the company, a new CEO named Amir
Johnson has been appointed for the post who has years of experience in the media. Some of the
strategies devised by the company are enacting a transformational change of the company that
would convert the magazine (print) to the digital medium and aiming for cost efficiency through
shifting the head office to the main office. These strategies look promising for the company to
recover from the losses faced due to the competition posed by the webzines.

 Increase return on capital employed to 8% within 2 years

 Enact a transformational change of the company that will convert all magazines to a digital
format only.
 Close the printing and distribution site.
 Achieve cost efficiencies through relocating the head office to a smaller office.
 Restructure head office staff through moving to a smaller core of permanent staff and more
contract staff.

It is intended that the new digital magazines will have the following features:
 Focus on health and beauty, fashion and celebrity gossip.
 Some free content but full access available only on a subscription basis.
 Additional features available to subscribers such as video clips, podcasts and discussion

a. A review of the current human resources policies and procedures and practices at Samson Media
against strategic objectives and report on required changes.

The current human resource policy and procedure include recruitment, induction, and selection
policy and procedure. This is considered an ad-hoc performance review process that takes place as
the issue ensues. There is no professional development or formal process of training needs analysis.
In Samson Media, the selection decisions are made based on merits with the aim of avoiding
discrimination and employee termination is handled with sensitivity and fairness.
External environment analysis

Provide an analysis of the external environment relevant to Samson Media and its objectives,
including events/trends that impact on strategic objectives, including trends in magazine publishing,
as well as trends in on-line magazine readership.

Your analysis should reflect a PESTLE analysis approach, reviewing political, economic, social,
technology, legal and environmental factors.

The external environment analysis of Samson Media reveals that due to the expansion of the digital
medium which is considered as revolutionary there have emerged several issues that needs to be
considered. There may emerge several lawsuits due to the copyright of content.

 Political: Service tax on development and supply of content for use in advertising purpose

(advertising cost increases)

Sales of space for advertisement in print media left out of the ambit of service tax.

Service tax increased from 10% to 12%. Sale of space or time for advertisement service,
excluding that in print media and that by broadcasting agency, brought under the service tax
net.

The publishers at Samson Media to be cautious regarding the quality and the type of content
that will be published in the webzine. This is relevant considering the strategic objective of
Samson Media to close its distribution channels and sites and completely shift its base to
online distribution in the form of webzines

Economic: Australia's mixed market economy is a prosperous, Western market economy

where the GDP is high and the rate of poverty is low.

The economy in Australia is generally expected to grow around 2.75 per cent, according to
several of Australia's chief economists.

There is increasing pressure from the rise of sell in books. It has been found that the profit
on e-books is negligible. However, the digital magazines have a wide market and are creating
attractive environment for the advertisers.

Australian economic growth accelerated sharply in early 2018, helped by solid contributions

across all parts of the economy.

According to the ABS, real GDP jumped by 1% during the quarter, the largest increase since
late 2011.

 Social: Social factors influence peoples choices, and samson media needs to understand
these changes as this will impact subscription behavior. Consumer attitude is very important
social factor.
 New publishing strategies produce the community forums that would enable the readers to
form a community and engage with the contents of the webzine. The audience these days
has better access to the media distribution much like the publishers. However, threat
networking can lead to bad reviews.

 Technology: it is technology that has enable in the revolution of webzines and at the same
time led to stiff competition for Samson media’s print magazines.

 On the environmental front, shifting to a digital medium is good as it saves trees that are
used in the production of paper for the print magazines.

 Legal: There is also the threat of piracy

Sources of information on change management and best practice approaches

Outline the sources of information you identified about best practice change management
strategies, as well as an overview of best practice change management strategies.

Summarize each source of information and briefly outline how it has assisted in identifying major
change requirements and opportunities.

Sources of information are also highlighted above. According to the staff survey and information on
recruitment policies, practices and procedures, and the strategic objectives and external analysis, it
has been found that there are different areas such as features, content, subscriptions and additional
features has to be changed in samson media.

Furthermore, the strategic objectives have to be achieved by implementing the plans to relocate and
restructuring the staff.

It has been found that although there have been efforts from the management to aim for open
communication there is reluctance among the employees to share their true opinions. Some staff
feel that the department is not completely honest. There is also a belief among the staff that despite
change, the management will work according to their discretion. The management needs to adopt
the transformational organizational change through transformational leadership

The thrust would be to create a workforce that becomes important for the organization and the
members of the organization feel motivated. The termination policy of the company reveals that the
company will terminate employment on grounds of employment, retrenchment, bad performance
or serious misconduct.

In the recruitment policy, nowhere it was mentioned that the salary structure and incentives would
be discussed with the employees which is quite important. The sources of information about the
best practice change has been derived from the recruitment policy and procedures, staff sorbet and
termination policy.

All these sources have been useful in understanding the current problem in the company and the
kind of changes to be appropriated based on the views of staff and company guidelines.

Risks/barrier to change and strategies

Identify potential risks/barriers to change and strategies to address these using the risk assessment
template. Demonstrate your problem-solving skills, as well as innovation skills to identify
risks/barriers to change, as well as to identify relevant and innovative strategies to deal with
risks/barriers to change.

Complete the risk assessment template provided to you to record risks and solutions.

Risk Risk
Likelihoo Consequenc
Barrier Impact Risk Level Rankin Mitigatio
d e
g n
Minor Follow
financial the
loss. Short planning
Team
time scale to with the
adaptatio 0.16-0.30 Low minor 7
recover both manager
n
financially
and
politically.
Organisation Follow
can recover the
from all planning
0.46-0.70 High serious
dimensions with the
of impact in manager
six months.
Organisation Follow
can recover the
Customer
from all planning
adaptatio 0.16-0.30 Low Minor 6
dimensions with the
n
of impact in manager
one month.
Cost of Follow
the the
Insignifica Minuscle
service 0.01-0.15 low 2 planning
nt loss
with high with the
price manager
 Organisation Follow
will need a the
minimum of planning
six months Catastrophi with the
Team
to one year c manager
adaptatio 0.71-0.99 Extreme 27
time frame
n
to recover
from all
dimensions
of impact.
Insignificant Follow
loss. Budget the
Customer can be planning
adaptatio 0.31-0.45 low recovered low 1 with the
n through manager
simple
tactics.
Delays in Follow
Organisation
delivery the
can easily
of planning
and quickly
outsource Insignifica with the
0.01-0.15 manoeuvre Minor 8
d nt manager
from all
products
dimensions
and
of impact.
services
Delays in Follow
Insignificant
delivery the
loss. Budget
of planning
can be
outsource with the
0.31-0.45 low recovered low 3
d manager
through
products
simple
and
tactics.
services

Major change requirements

Identify and document major operational change requirements based on the scenario information and
your research and analysis to date.

 The major operational change in Samson Media is to reward the employees and provide them
with a space to articulate themselves.
 Communication needs to be improved through appropriate change management
 The print magazine should be made available in the digital format. Employees should be
rewarded to boost their morale confidence.
  Feedback from the employees need to be collected regarding job satisfaction and work
culture.

Prioritization of change requirements

Outline your recommended priorities for each of the change requirements, including your reasoning/.

 Transforming the print magazine to digital medium due to the favorable market for digital
magazines
 Rewarding the staff members to prevent attrition rate.
 Creating and expanding the channels of communication as the employees feel left out due to
the indifferent attitude of the management.

Cost-benefit analysis

Provide cost-benefit analysis of the high priority change requirements and opportunities. Use the
information in the scenario to inform your analysis. You may also need to research costs for the
change requirements you are recommending.

Category (Cost) Cost

 Transforming the print magazine to digital medium due to the
favorable market for digital magazines $ 100.000

 Rewarding the staff members to prevent attrition rate.

$ 10.000
 Creating and expanding the channels of communication as the
employees feel left out due to the indifferent attitude of the
management. $ 5.000

Category (Benefit) Cost

Online edition of a magazine is issued, and social media of the
magazine is also issued such as Facebook, Instagram, and $ 100.000
YouTube.
Reward to staff who show high performance
$ 10.000
Reward ways are holidays, bonus, and awards.
Online chatting between the management and employees is
$ 5.000
implemented and Face to face meetings are implemented.

Payback estimation

$ 150,000
Recommended communication and education strategies

Outline your Recommended communication and education strategies to promote the benefits of the
change

Reporting
Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder 4
Protocols
Always Always Always Always
Outcomes
effective effective effective effective

ensure each
continuously
Communicate staff involved adds
improve the
directly and in the significant
Policy and
indirectly recruitment value on the
review options
whenever and selection organisation’s
Key Message for technology
employees process strategic plans
to improve
and the conducts and leverages
the efficiency
management professional organisational
and
are needed business standards.
effectiveness
etiquettes,
Electronic Mail Electronic Mail
Channel Online Telephone Telephone Online
chatting chatting

When/Frequenc
every week Once a month
y every day every day

References and bibliography

Anderson, D.L., 2016. Organization development: The process of leading organizational change. Sage
Publications.
Barry, D., Kimble, L.E., Nambiar, B., Parry, G., Jha, A., Chattu, V.K., Massoud, M.R. and Goldmann, D., 2018. A
framework for learning about improvement: embedded implementation and evaluation design to optimize
learning.International Journal for Quality in Health Care, 30(suppl_1), pp.10-14.
Benn, S., Edwards, M. and Williams, T., 2014. Organizational change for corporate sustainability. Routledge.
Buckman, B., Crawford, E., LePine, J. and Zhang, Y., 2015. A meta-analytic investigation of job engagement's
role in the transformational leadership–job satisfaction–job performance relationship. In Annual Meeting of the
Southern Management Association, SMA 2015.
McCleskey, J.A., 2014. Situational, transformational, and transactional leadership and leadership
development. Journal of Business Studies Quarterly, 5(4), p.117.
Turlais, V., 2016. BUSINESS SCENARIO PLANNING FOR DECLINING INDUSTRY. Journal of Business
Management, (11
3. Send an email to the CEO and Senior Management

Dear CEO and senior management

Hi, how are you?

I have reviewed the current human resources policies and procedures and analysed
external environments. It has been found that although there have been efforts from
the management to aim for open communication there is reluctance among the
employees to share their true opinions. Some staff feel that the department is not
completely honest. There is also a belief among the staff that despite change, the
management will work according to their discretion. The management needs to
adopt the transformational organizational change through transformational
leadership.
So I think we need a change management plan, please, review my report and give
me feedback.
Thank you.

Kind Regards
HJ

4. Meeting participation

5. a draft Change Management Plan

Introduction
Samson Media is a popular publishing house, however in the age of digitization it is
facing threat from the fashion magazines of rivals and due to the tendency of
consumers to shift to the digital medium. Therefore, new CEO (Amir Johnson) has
been appointed to bring change management style to the publishing house and help
in recovering the brand from loss. Some of the strategic goals in this regard are
increasing the return on capital and shifting to a digital medium along with the
inclusion of more health, beauty and fashion-based content.

Project Sponsor
Samson media company is project sponsor .

Project Objectives
The aim of the project will be achieved cost efficiencies through relocation of the
head office to a small office, restructuring the head office staff through shifting to a
small core of permanent staff and contract staff and additional features to be made
available for the subscribers through podcasts, video clips and discussion.

• Increase return on capital employed to 8% within 2 years

• Enact a transformational change of the company that will convert all
magazines to a digital format only.
• Close the printing and distribution site.
• Achieve cost efficiencies through relocating the head office to a smaller
office.
• Restructure head office staff through moving to a smaller core of permanent
staff and more contract staff.

Change Objectives and Principles

The aim of the transformational organizational change is to make the employees in
the organization feel valued considering the results of the staff survey that showed
many employees are not contended with the management style. The principle for the
change management will be inclusiveness and consultation. The ethical issue would
be to ensure that employees have the space to share their feedback and this can be
ensured through anonymous survey feedback

Change Plan Elements

The company has recognised the elements in the change of plan and all the
elements will require attention in relations to:

1. People: All the staff members will be communicated the about the
organisational change taking place and each employee’s involvement in successful
implementation of the plan. The company will provide trainings to the employees to
enhance their skills from print media to digital media.
2. Filing of all documents accurately: The departments should ensure they are
accurately documenting all the verbal conversations via an email and following
proper feedback forms, trainings and meeting in a formal manner. The documents
must contain the strategies, plans and reviews.

3. Hierarchy and organization chart: The new positions will be defined in the
company organization charts and each and every member will sign off their job
descriptions. For any new campaigns/processes, the training will be given.
4. Upgrade in Technology/systems: The company has new ERP solutions that
will cater to bigger size of customers. The training on new systems will be provided
to appropriate stakeholders to ensure adherence and awareness of new workings
that may be required from time to time. This may involve customer data pertaining to
subscriptions.
5. Position /roles: all the jobs descriptions for each employee will be revised and
each employee will be coached to perform the duties accurately and effectively.

For successful implementation of the change, it is recommended to:

• Implement improvement initiatives such as job descriptions, training and
coaching about digital media,
• Provide training about the new processes, systems and digital marketing
• Identify gaps and implement plan of action
• Give product specific training (Digital marketing) to impart more and more
knowledge
The most important area in any change management plan is Communication, hence
planning for a meeting to communicate the plan is the most essential part, taking
ideas form the team and incorporating it in the plan is the biggest motivation for
employees. One on one meetings with each staff to address if any concerns to
ensure retention of employees.

Rationale for the Change

Digital marketing-
 May end up in Niche market- Ensuring it remains wide by monitoring the
subscription and range of publication… 3

 Competition from the brands specializing in digital magazine- May not be

purchased by the buyers- May lose its revenue Include high-quality content to
neutralize the effect of stiff competition- Priority of risk 1

 Inclusion of new kinds of content for the magazine, It may not be liked by the
loyal customers- As customers would not associate with it and hence there would not
be any brand recall, Inform the customers about the new features so that they are
prepared- Priority of risk 2

Key Stakeholder Analysis

The key stakeholders will be staff, management and the customers.

The management needs to be sensitive towards the staff, the staff would be
concerned about career growth and better channels of communication and for the
customers they would want the brand to publish high-quality content on the digital
platform.

The preferred medium of communication will be session involving dialogue about the
changes, newsletters, briefings from project team members, frequently asked
questions

Assessment of Readiness to Change

Currently, there has been a high-level strategy in place and therefore, the
stakeholders are aware about the present situation of change management and
committed to their respective tasks. A compatible workplace culture and reward
programs would facilitate the change management in an efficient manner. There is a
strong senior support for change. The Team is committed to implement change and
is expecting positive results and also recover the loss of 20% that occurred in
previous quarter. To make this implementation successful among all the
departments, the Senior Management team will work together to make this process
simple and easy.

Key Change Messages

The company is looking at recovering the lost revenue and revamp the entire
process to give a competition in the market to existing competitors. The company
focus on quality and will implement the change in positive and accurate way.

• Key messages to convey about the change process

All communication will be in a transparent manner to the appropriate stakeholders

based on respect to ensure acceptance among employees.
1. The succession of the plan is completely dependent on the cooperation of
each employee and the company believes in team work.
2. The company will ensure job security to its employees, will communicate the
plan in a transparent manner and aims to be a market leader in coming years.
3. Due to a big loss the management has come up with a strategic plan to
upskill from paper magazine to digital. This is a change in process and systems
without majorly affecting the employees.
4. All required quality and training support will be provided, this is role specific
and authority specific.
5. The company looks forward for contribution from each and every stakeholder
to take this to the next level despite the loss that the company faced.
Identify Change Elements
Structure/processes:
 There will be change in structure of the company as the staff members will be
moved from permanent to temporary staff, the responsibilities and job descriptions
will be revised and defined at samson media.
Performance measures/Timeframes:
 The KPI has to be implemented in order to measure effective change and
adherence to revised job responsibilities. In addition, timelines to achieve specific
task has to be defined.
 All the trainers and marketing managers will be trained first to further coach
the entire set of staff members.
 A change will be required and trained to implement the change. It is believed
that this will add to the cost of the company. All the stakeholders need to be
responsible in facilitating the change using appropriate resources.
Specialist training:
 The company will have digital media experts who would provide relevant
training. All the staff members from printing department will be upskilled to digital
process and will add to their knowledge. A timeframe in the development plan had
been shared with all the employees.
Impact on workloads:
 Job descriptions that’s have been communicated will be reviewed to measure
performance. The workload has been equally divided considering the competencies
of each employee and it is position/role specific.
 The company has a development plan in place to ensure adequate
knowledge is gained by each staff member.

Develop Change Plan

Develop a change plan including performance measures [how will you know the
change plan is effective?]. Ensure the plan is adequately resourced.

ActionsResource requirements Who When Performance Measures

Review KPI’s monthly

Reward system Statistics data

Money, gift coupons and badges CEO/Manager

Manager Monthly

End of every month Number of subscriptions per week/month

Looking into the number of employees receiving the reward through a fair system
Site Cost analysis Finance data CEO Monthly % of cost reduction post
relocation
Staff cost analysis Payroll HR manager Fortnightly Salary data
Revenue Finance statistics CEO Monthly % increase in revenue
as per goal of 8% return in 2 years
ERP solutions Finance team Finance Manager 3 months Reports,
implementation and reviews.
Procurement Finance CEO/Manager 2 months Reports, reviews, goals
Content Printing team Digital manager 30 days
Weekly/fortnightly report

Consolidation
Policies, procedures and performance measures reinforce the changes.

 The changes in the work culture and adoption of strategic objectives have led
to job satisfaction among the employees and attracted the customers towards
Samson media.

 KPI’s and timeframes will track effective implementation and accurate data

 Samson media will conduct Inductions and trainings that’s would state
standard operating procedures of the company to ensure uniform information among
all employees.

Remove organisational barriers to the change.

 Samson media has done risk analysis and have a development plan ready to
eradicate any barriers that would interrupt change. The company has taken into
account all its stakeholders.

The risk analysis will give an idea of possible risk involved hence communicate will
play vital role in implementation of this change. The senior Management will
communicate the change in a positive manner.

 The aim is to recover lost revenue and upskill the team members from paper
magazine to digital media.

Evaluation
The change management will be evaluated through KPI’s, performance measures,
data, survey research and secondary data analysis, this would be circulated to the
different stakeholders through publication in the website, newsletters and
advertisements on social media.

The change will be evaluated in relation to the achievement of the planned

objectives and the change management processes will be evaluated and carry out in
the following way:

 Review implemented policies,

 Check the report outcomes
 Appreciate the top performers and
 Coach the ones that require improvement.
 The reports will give an insight of the knowledge and succession of the
change management plan. The company can then plan re trainings and upskill.
 The revenue report will throw light on the finances that will further help to
plan.

The evaluation outcomes will be communicated to all stakeholders via meetings and
emails. These outcomes will be discussed with each staff members individually and
also with different departments to ensure uniform information across the organisation
to share best practises.
6. Communication and Education Plan

Reporting
Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder 4
Protocols
Always Always Always Always
Outcomes
effective effective effective effective

ensure each
continuously continuously
staff involved adds
improve the improve the
in the significant
Policy and Policy and
recruitment value on the
review options review options
and selection organisation’s
Key Message for technology for technology
process strategic plans
to improve to improve
conducts and leverages
the efficiency the efficiency
professional organisational
and and
business standards.
effectiveness effectiveness
etiquettes,

Channel Electronic Mail Telephone Telephone Electronic Mail

When/Frequenc
every week Once a month
y every day every day

7. Email

Dear CEO and manager

Hi, how are you?

I have made the draft change management plan, please, review it and
approve it.
The change requirements include the followings:
There will be change in structure of the company as the staff members will be moved
from permanent to temporary staff, the responsibilities and job descriptions will be
revised and defined at samson media.
Performance measures/Timeframes:
 The KPI has to be implemented in order to measure effective change and
adherence to revised job responsibilities. In addition, timelines to achieve specific
task has to be defined.
 All the trainers and marketing managers will be trained first to further coach
the entire set of staff members.
 A change will be required and trained to implement the change. It is believed
that this will add to the cost of the company. All the stakeholders need to be
responsible in facilitating the change using appropriate resources.
Specialist training:
 The company will have digital media experts who would provide relevant
training. All the staff members from printing department will be upskilled to digital
process and will add to their knowledge. A timeframe in the development plan had
been shared with all the employees.
Impact on workloads:
 Job descriptions that’s have been communicated will be reviewed to measure
performance. The workload has been equally divided considering the competencies
of each employee and it is position/role specific.
 The company has a development plan in place to ensure adequate
knowledge is gained by each staff member.

Thank you.

Kind Regards
HJ

8. Update change management plan

Introduction
Samson Media is a popular publishing house, however in the age of digitization it is
facing threat from the fashion magazines of rivals and due to the tendency of
consumers to shift to the digital medium. Therefore, new CEO (Amir Johnson) has
been appointed to bring change management style to the publishing house and help
in recovering the brand from loss. Some of the strategic goals in this regard are
increasing the return on capital and shifting to a digital medium along with the
inclusion of more health, beauty and fashion-based content.

Project Sponsor
Samson media company is project sponsor .
Project Objectives
The aim of the project will be achieved cost efficiencies through relocation of the
head office to a small office, restructuring the head office staff through shifting to a
small core of permanent staff and contract staff and additional features to be made
available for the subscribers through podcasts, video clips and discussion.

• Increase return on capital employed to 8% within 2 years

• Enact a transformational change of the company that will convert all
magazines to a digital format only.
• Close the printing and distribution site.
• Achieve cost efficiencies through relocating the head office to a smaller
office.
• Restructure head office staff through moving to a smaller core of permanent
staff and more contract staff.

Change Objectives and Principles

The aim of the transformational organizational change is to make the employees in
the organization feel valued considering the results of the staff survey that showed
many employees are not contended with the management style. The principle for the
change management will be inclusiveness and consultation. The ethical issue would
be to ensure that employees have the space to share their feedback and this can be
ensured through anonymous survey feedback

Change Plan Elements

The company has recognised the elements in the change of plan and all the
elements will require attention in relations to:

1. People: All the staff members will be communicated the about the
organisational change taking place and each employee’s involvement in successful
implementation of the plan. The company will provide trainings to the employees to
enhance their skills from print media to digital media.
2. Filing of all documents accurately: The departments should ensure they are
accurately documenting all the verbal conversations via an email and following
proper feedback forms, trainings and meeting in a formal manner. The documents
must contain the strategies, plans and reviews.
3. Hierarchy and organization chart: The new positions will be defined in the
company organization charts and each and every member will sign off their job
descriptions. For any new campaigns/processes, the training will be given.
4. Upgrade in Technology/systems: The company has new ERP solutions that
will cater to bigger size of customers. The training on new systems will be provided
to appropriate stakeholders to ensure adherence and awareness of new workings
that may be required from time to time. This may involve customer data pertaining to
subscriptions.
5. Position /roles: all the jobs descriptions for each employee will be revised and
each employee will be coached to perform the duties accurately and effectively.

For successful implementation of the change, it is recommended to:

• Implement improvement initiatives such as job descriptions, training and
coaching about digital media,
• Provide training about the new processes, systems and digital marketing
• Identify gaps and implement plan of action
• Give product specific training (Digital marketing) to impart more and more
knowledge
The most important area in any change management plan is Communication, hence
planning for a meeting to communicate the plan is the most essential part, taking
ideas form the team and incorporating it in the plan is the biggest motivation for
employees. One on one meetings with each staff to address if any concerns to
ensure retention of employees.

Rationale for the Change

Digital marketing-
 May end up in Niche market- Ensuring it remains wide by monitoring the
subscription and range of publication… 3

 Competition from the brands specializing in digital magazine- May not be

purchased by the buyers- May lose its revenue Include high-quality content to
neutralize the effect of stiff competition- Priority of risk 1

 Inclusion of new kinds of content for the magazine, It may not be liked by the
loyal customers- As customers would not associate with it and hence there would not
be any brand recall, Inform the customers about the new features so that they are
prepared- Priority of risk 2

Key Stakeholder Analysis

The key stakeholders will be staff, management and the customers.
The management needs to be sensitive towards the staff, the staff would be
concerned about career growth and better channels of communication and for the
customers they would want the brand to publish high-quality content on the digital
platform.

The preferred medium of communication will be session involving dialogue about the
changes, newsletters, briefings from project team members, frequently asked
questions

Assessment of Readiness to Change

Currently, there has been a high-level strategy in place and therefore, the
stakeholders are aware about the present situation of change management and
committed to their respective tasks. A compatible workplace culture and reward
programs would facilitate the change management in an efficient manner. There is a
strong senior support for change. The Team is committed to implement change and
is expecting positive results and also recover the loss of 20% that occurred in
previous quarter. To make this implementation successful among all the
departments, the Senior Management team will work together to make this process
simple and easy.

Key Change Messages

The company is looking at recovering the lost revenue and revamp the entire
process to give a competition in the market to existing competitors. The company
focus on quality and will implement the change in positive and accurate way.

• Key messages to convey about the change process

All communication will be in a transparent manner to the appropriate stakeholders

based on respect to ensure acceptance among employees.
1. The succession of the plan is completely dependent on the cooperation of
each employee and the company believes in team work.
2. The company will ensure job security to its employees, will communicate the
plan in a transparent manner and aims to be a market leader in coming years.
3. Due to a big loss the management has come up with a strategic plan to
upskill from paper magazine to digital. This is a change in process and systems
without majorly affecting the employees.
4. All required quality and training support will be provided, this is role specific
and authority specific.
5. The company looks forward for contribution from each and every stakeholder
to take this to the next level despite the loss that the company faced.

Identify Change Elements

Structure/processes:
 There will be change in structure of the company as the staff members will be
moved from permanent to temporary staff, the responsibilities and job descriptions
will be revised and defined at samson media.
Performance measures/Timeframes:
 The KPI has to be implemented in order to measure effective change and
adherence to revised job responsibilities. In addition, timelines to achieve specific
task has to be defined.
 All the trainers and marketing managers will be trained first to further coach
the entire set of staff members.
 A change will be required and trained to implement the change. It is believed
that this will add to the cost of the company. All the stakeholders need to be
responsible in facilitating the change using appropriate resources.
Specialist training:
 The company will have digital media experts who would provide relevant
training. All the staff members from printing department will be upskilled to digital
process and will add to their knowledge. A timeframe in the development plan had
been shared with all the employees.
Impact on workloads:
 Job descriptions that’s have been communicated will be reviewed to measure
performance. The workload has been equally divided considering the competencies
of each employee and it is position/role specific.
 The company has a development plan in place to ensure adequate
knowledge is gained by each staff member.

Develop Change Plan

Develop a change plan including performance measures [how will you know the
change plan is effective?]. Ensure the plan is adequately resourced.

ActionsResource requirements Who When Performance Measures

Review KPI’s monthly

Reward system Statistics data

Money, gift coupons and badges CEO/Manager

Manager Monthly

End of every month Number of subscriptions per week/month

Looking into the number of employees receiving the reward through a fair system
Site Cost analysis Finance data CEO Monthly % of cost reduction post
relocation
Staff cost analysis Payroll HR manager Fortnightly Salary data
Revenue Finance statistics CEO Monthly % increase in revenue
as per goal of 8% return in 2 years
ERP solutions Finance team Finance Manager 3 months Reports,
implementation and reviews.
Procurement Finance CEO/Manager 2 months Reports, reviews, goals
Content Printing team Digital manager 30 days
Weekly/fortnightly report

Consolidation
Policies, procedures and performance measures reinforce the changes.

 The changes in the work culture and adoption of strategic objectives have led
to job satisfaction among the employees and attracted the customers towards
Samson media.

 KPI’s and timeframes will track effective implementation and accurate data

 Samson media will conduct Inductions and trainings that’s would state
standard operating procedures of the company to ensure uniform information among
all employees.
Remove organisational barriers to the change.

 Samson media has done risk analysis and have a development plan ready to
eradicate any barriers that would interrupt change. The company has taken into
account all its stakeholders.

The risk analysis will give an idea of possible risk involved hence communicate will
play vital role in implementation of this change. The senior Management will
communicate the change in a positive manner.

 The aim is to recover lost revenue and upskill the team members from paper
magazine to digital media.

Evaluation
The change management will be evaluated through KPI’s, performance measures,
data, survey research and secondary data analysis, this would be circulated to the
different stakeholders through publication in the website, newsletters and
advertisements on social media.

The change will be evaluated in relation to the achievement of the planned

objectives and the change management processes will be evaluated and carry out in
the following way:

 Review implemented policies,

 Check the report outcomes
 Appreciate the top performers and
 Coach the ones that require improvement.
 The reports will give an insight of the knowledge and succession of the
change management plan. The company can then plan re trainings and upskill.
 The revenue report will throw light on the finances that will further help to
plan.

The evaluation outcomes will be communicated to all stakeholders via meetings and
emails. These outcomes will be discussed with each staff members individually and
also with different departments to ensure uniform information across the organisation
to share best practises.
9. Update communication and education plan

Reporting
Stakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder 4
Protocols
Always Always Always Always
Outcomes
effective effective effective effective

ensure each
continuously
Communicate staff involved adds
improve the
directly and in the significant
Policy and
indirectly recruitment value on the
review options
whenever and selection organisation’s
Key Message for technology
employees process strategic plans
to improve
and the conducts and leverages
the efficiency
management professional organisational
and
are needed business standards.
effectiveness
etiquettes,
Electronic Mail Electronic Mail
Channel Online Telephone Telephone Online
chatting chatting

When/Frequenc
every week Once a month
y every day every day

10. email

Dear CEO

Hi, how are you?

I’d like to confirm that I will proceed the plan now that the required changes have
been made.

Thank you.

Kind Regards
HJ
Task 3.

Dear assessor

I have attached PPT slides and finalised change management plan and finalised
communication and education plan.

Thank you.

Kind regards
HJ
 Change Management Plan

Introduction
Samson Media is a popular publishing house, however in the age of digitization it is facing threat from
the fashion magazines of rivals and due to the tendency of consumers to shift to the digital medium.
Therefore, new CEO (Amir Johnson) has been appointed to bring change management style to the
publishing house and help in recovering the brand from loss. Some of the strategic goals in this
regard are increasing the return on capital and shifting to a digital medium along with the inclusion of
more health, beauty and fashion-based content.

Project Sponsor
Samson media company is project sponsor .

Project Objectives
The aim of the project will be achieved cost efficiencies through relocation of the head office to a small
office, restructuring the head office staff through shifting to a small core of permanent staff and
contract staff and additional features to be made available for the subscribers through podcasts, video
clips and discussion.

 Increase return on capital employed to 8% within 2 years

 Enact a transformational change of the company that will convert all magazines to a digital
format only.
 Close the printing and distribution site.
 Achieve cost efficiencies through relocating the head office to a smaller office.
 Restructure head office staff through moving to a smaller core of permanent staff and more
contract staff.

Change Objectives and Principles

The aim of the transformational organizational change is to make the employees in the organization
feel valued considering the results of the staff survey that showed many employees are not contended
with the management style. The principle for the change management will be inclusiveness and
consultation. The ethical issue would be to ensure that employees have the space to share their
feedback and this can be ensured through anonymous survey feedback

Change Plan Elements

The company has recognised the elements in the change of plan and all the elements will require
attention in relations to:
 1. People: All the staff members will be communicated the about the organisational change
taking place and each employee’s involvement in successful implementation of the plan.
The company will provide trainings to the employees to enhance their skills from print
media to digital media.

2. Filing of all documents accurately: The departments should ensure they are accurately
documenting all the verbal conversations via an email and following proper feedback
forms, trainings and meeting in a formal manner. The documents must contain the
strategies, plans and reviews.

3. Hierarchy and organization chart: The new positions will be defined in the company
organization charts and each and every member will sign off their job descriptions. For any
new campaigns/processes, the training will be given.

4. Upgrade in Technology/systems: The company has new ERP solutions that will cater to
bigger size of customers. The training on new systems will be provided to appropriate
stakeholders to ensure adherence and awareness of new workings that may be required
from time to time. This may involve customer data pertaining to subscriptions.

5. Position /roles: all the jobs descriptions for each employee will be revised and each
employee will be coached to perform the duties accurately and effectively.

For successful implementation of the change, it is recommended to:

 Implement improvement initiatives such as job descriptions, training and coaching

about digital media,
 Provide training about the new processes, systems and digital marketing
 Identify gaps and implement plan of action
 Give product specific training (Digital marketing) to impart more and more knowledge

The most important area in any change management plan is Communication, hence planning for a
meeting to communicate the plan is the most essential part, taking ideas form the team and
incorporating it in the plan is the biggest motivation for employees. One on one meetings with each
staff to address if any concerns to ensure retention of employees.

Rationale for the Change

Digital marketing-
 May end up in Niche market- Ensuring it remains wide by monitoring the subscription and
range of publication… 3

 Competition from the brands specializing in digital magazine- May not be purchased by the
buyers- May lose its revenue Include high-quality content to neutralize the effect of stiff
competition- Priority of risk 1

 Inclusion of new kinds of content for the magazine, It may not be liked by the loyal customers-
As customers would not associate with it and hence there would not be any brand recall,
Inform the customers about the new features so that they are prepared- Priority of risk 2
Key Stakeholder Analysis
The key stakeholders will be staff, management and the customers.

The management needs to be sensitive towards the staff, the staff would be concerned about career
growth and better channels of communication and for the customers they would want the brand to
publish high-quality content on the digital platform.

The preferred medium of communication will be session involving dialogue about the changes,
newsletters, briefings from project team members, frequently asked questions

Assessment of Readiness to Change

Currently, there has been a high-level strategy in place and therefore, the stakeholders are aware
about the present situation of change management and committed to their respective tasks. A
compatible workplace culture and reward programs would facilitate the change management in an
efficient manner. There is a strong senior support for change. The Team is committed to implement
change and is expecting positive results and also recover the loss of 20% that occurred in previous
quarter. To make this implementation successful among all the departments, the Senior Management
team will work together to make this process simple and easy.

Key Change Messages

The company is looking at recovering the lost revenue and revamp the entire process to give a
competition in the market to existing competitors. The company focus on quality and will implement
the change in positive and accurate way.

 Key messages to convey about the change process

All communication will be in a transparent manner to the appropriate stakeholders based on respect
to ensure acceptance among employees.
1. The succession of the plan is completely dependent on the cooperation of each employee
and the company believes in team work.
2. The company will ensure job security to its employees, will communicate the plan in a
transparent manner and aims to be a market leader in coming years.
3. Due to a big loss the management has come up with a strategic plan to upskill from paper
magazine to digital. This is a change in process and systems without majorly affecting the
employees.
4. All required quality and training support will be provided, this is role specific and authority
specific.
5. The company looks forward for contribution from each and every stakeholder to take this to
the next level despite the loss that the company faced.

Identify Change Elements

Structure/processes:
 There will be change in structure of the company as the staff members will be moved from
permanent to temporary staff, the responsibilities and job descriptions will be revised and
defined at samson media.
 Performance measures/Timeframes:
 The KPI has to be implemented in order to measure effective change and adherence to
revised job responsibilities. In addition, timelines to achieve specific task has to be defined.
 All the trainers and marketing managers will be trained first to further coach the entire set of
staff members.
 A change will be required and trained to implement the change. It is believed that this will add
to the cost of the company. All the stakeholders need to be responsible in facilitating the
change using appropriate resources.
Specialist training:
 The company will have digital media experts who would provide relevant training. All the staff
members from printing department will be upskilled to digital process and will add to their
knowledge. A timeframe in the development plan had been shared with all the employees.
Impact on workloads:
 Job descriptions that’s have been communicated will be reviewed to measure performance.
The workload has been equally divided considering the competencies of each employee and
it is position/role specific.
 The company has a development plan in place to ensure adequate knowledge is gained by
each staff member.

Develop Change Plan

Develop a change plan including performance measures [how will you know the change plan is
effective?]. Ensure the plan is adequately resourced.

Actions Resource Who When Performance

requirements Measures

Review KPI’s Statistics data CEO/Manager Monthly Number of

monthly subscriptions per
week/month

Money, gift
coupons and Manager End of every
Reward system badges month
Looking into the
number of employees
receiving the reward
through a fair system
Site Cost analysis Finance data CEO Monthly % of cost reduction
post relocation
Staff cost analysis Payroll HR manager Fortnightly Salary data
Revenue Finance CEO Monthly % increase in revenue
statistics as per goal of 8%
return in 2 years
ERP solutions Finance team Finance 3 months Reports,
Manager implementation and
reviews.
Procurement Finance CEO/Manager 2 months Reports, reviews,
goals
Content Printing team Digital manager 30 days Weekly/fortnightly
report

Consolidation
Policies, procedures and performance measures reinforce the changes.

 The changes in the work culture and adoption of strategic objectives have led to job
satisfaction among the employees and attracted the customers towards Samson media.

 KPI’s and timeframes will track effective implementation and accurate data

 Samson media will conduct Inductions and trainings that’s would state standard operating
procedures of the company to ensure uniform information among all employees.

Remove organisational barriers to the change.

 Samson media has done risk analysis and have a development plan ready to eradicate any
barriers that would interrupt change. The company has taken into account all its stakeholders.

The risk analysis will give an idea of possible risk involved hence communicate will play vital
role in implementation of this change. The senior Management will communicate the change
in a positive manner.

 The aim is to recover lost revenue and upskill the team members from paper magazine to
digital media.

Evaluation
The change management will be evaluated through KPI’s, performance measures, data, survey
research and secondary data analysis, this would be circulated to the different stakeholders through
publication in the website, newsletters and advertisements on social media.

The change will be evaluated in relation to the achievement of the planned objectives and the change
management processes will be evaluated and carry out in the following way:

 Review implemented policies,

 Check the report outcomes
 Appreciate the top performers and
 Coach the ones that require improvement.
 The reports will give an insight of the knowledge and succession of the change management
plan. The company can then plan re trainings and upskill.
 The revenue report will throw light on the finances that will further help to plan.
The evaluation outcomes will be communicated to all stakeholders via meetings and emails. These
outcomes will be discussed with each staff members individually and also with different departments
to ensure uniform information across the organisation to share best practises.

Task 4.

Human Resources brief

Samson Media
The benefits of change management team building
Benefits of Change Management for the Organisation:
● Change is a planned and managed process. The benefits of the change are known before
implementation
and serve as motivators and assessment of progress
● Increased customer service and effective service to clients from confident and knowledgeable
employees
● Change management provides a way to anticipate challenges and respond to these efficiently
● An effective change management process lowers the risk associated with change
● Managed costs of change: change management helps to contain costs associated with the change
● Increased return on investment (ROI)
Benefits of Change Management for Individuals:
● Effective change management supports a smooth transition from the old to the new while
maintaining
morale, productivity, and even company image
● Provides management and staff support for concerns regarding changes
● An efficient change management process creates the correct perception of the change for staff and
public
● Improves morale, productivity and quality of work
● Improves cooperation, collaboration and communication
● Increased employee acceptance of the change
● Change management reduces disruptive aspects and emphasises positive opportunities in the
change process

A few more thoughts about the benefits of change management:

Careful planning helps to ensure that the change process is started and managed by the right people
at the right time
● Planned change management allows you to include specific tasks and events that are appropriate
for each stage in the change process
● Change management ensures that customers, suppliers and other stakeholders understand and
support the change Ideas for content of training
1.Understand some of the key organisational change theories: Remember that ultimately in most
organisations in times of change (and most other times too) that “culture eats strategy for breakfast”
and the unwritten values, beliefs and norms win out over formal processes.

2.Understand the human psychology of change

Some people will also try and resist change actively through:
Deliberate opposition
Reduction in output
Severe quarrels
Sullen hostility
“Why this won’t work”
Agitating others
Problem denial
Others will take a more passive approach, but possibly more undermining of:
Withholding information
Foot dragging
No confrontation but no productivity
“We have always done it this way” attitudes
3. Virtual Reality : Organizations are using virtual training coaches such as avatars or chatbots,
which engage with the learners like a human instructor. Companies are using online virtual
platforms such as Second Life for delivering their training and are creating virtual environments
to bring the human aspect into their eLearning environment.
4. Video-Based Training: Video-based training is growing to be an effective medium for
creating engaging learning modules. Video is the favorable learning medium for the Generation

Experts who could assist in providing training

Solving problems is not as easy as it seems at first sight. In many companies, a
concrete and uniform approach is missing. Different problem solving activities are
not coordinated with each other. The existing methods are not applied consistently,
and therefore are not successful in practice.
Already at the beginning, a problem solution fails when it comes to defining problems
tangibly, concretely and measurably.
Some example topics you might want coaching on are:
● General executive coaching
● Career planning
● Life coaching
● Change Management career coaching
● Project Management career coaching
● Business development coaching
● Fulfilling your potential
● Leadership Coaching
● Personal development coaching

Ideas for team building exercises

1. Barter Puzzle
If you want to strengthen your sales team or get team members to practice
negotiating and strategizing skills, try the barter puzzle. Groups are given different
jigsaw puzzles. Each puzzle has had pieces of the other puzzles mixed in at random.
Members have to strategize, assign roles and barter with other teams to get pieces
they need to complete their puzzle first.

Divide groups into 4 or 5. Make sure that each group has the same number of
members. Give each group a puzzle with mixed pieces. Explain that other teams
may have the pieces they need.

2. Bridge Build
To tap into your team’s creativity and communication skills, try bridge build.
Divide into two different teams. Each must build half of a bridge with the materials
provided. The goal is for the two bridges to have similar or identical design and be
able to fit together when finished. The challenge is that the teams must be separated
so that they can’t see the other team or what they are building. But, they are allowed
to communicate verbally (eg. Through Slack ).

3 . What’s my name?
If you have ever played the game “Heads Up”, you’ll be familiar with What’s My
Name.
Create a set of names, which can be celebrities and icons like Beyonce or Mickey
Mouse or types of professions like actor, hockey player or doctor. You can use Post-
It notes or tape and small slips of paper.
Place the name on each person’s forehead. Make sure that they can’t see who it is.
Set a timer and instruct everyone to move around the room asking different people
yes or no questions until they guess correctly or time runs out. This gets people to
move around the room and interact with people they may not have before. It also
makes them more aware of stereotypes and categorizing others based on certain
characteristics.
How best to promote the training to staff?
Communicate Change Details
One way to facilitate change is to define what needs to change in as much detail as
possible.
For example, you can’t just say, “Salespeople need to be friendlier to customers.”
You have to
define “friendly”. You have to communicate the characteristics of friendly behavior,
such as
“greet customers warmly”, “ask about their concerns”, or “address them by name”.
Once you
know what the behavior looks like, translate it in detail to employees and reward
them
immediately for doing it.
Define Change Strategies
List what assumptions need to change. Include a strategy for overcoming the
resistance to change identified for each stakeholder group. The strategy should fill
the gaps. Increasing dissatisfaction with the status quo should improve motivation.
Increasing the vision element will ensure the program is completed. Increasing first
steps will make sure the program gets started.

Lastly, decreasing resistance will simplify the whole effort.

Communicate Successful Changes
Reward those who change and acknowledge their contributions. In order to facilitate
change, you must focus your attention on people who change and ignore those who
do not. This will send the message to others that you value the changes made and,
in turn, encourage others to participate in the change program. To derive the
greatest benefit, the reward — material or not
— must be immediate and public.

Timing
● Total duration of team building project: 8 weeks
● Frequency: 2 hours/week
● Training days: every Wednesday
● External training required: every 2 weeks

An email to the Human Resources Manager

Dear Human Resources Manager

I am writing to introduce the proposed change management training attached to this

email.
Feedback and comments are greatly appreciated.

Kind Regards
HJ
Email to all staff to promote change management team building Training

Dear all staff

I’m writing to announcement that Samson Media will be holding a number of training
sessions for employees during the change taking place.

Team building is worth time and effort.

The proposed training is as follows.

- Objectives of the programme

- Outline of the programme
- Introduction
- Group work session
- Presentation and discussion session

This is timing for the team building project:

-Total duration of team building project: 8 weeks

-Frequency : 2 hours
-Training days: every Wednesday
-External training required: every 2 weeks
Conclude the email by repeating your request to provide feedback and commnet
Regards
HJ

An email to the CEO and Senior Management (your assessor).

Dear CEO and Senior management

Hi, how are you?

I’ve attached the revised change management plan.
Please, review and give me feedback.
Thank you.
 Kind Regards

The revised change management plan

Samson Media

Introduction

Samson Media is a publisher of several upmarket fashion magazines. In last few

years, their profits have gone down due higher competition from range of other
fashion magazines and consumers switching to digital media.

Project Sponsor
Amir the former marketing director and his team managers, intended that
the new digital magazines will the following features
● Focus on health and beauty, fashion and celebrity gossip.
● Some free content but full access available only on a subscription basis.
● Additional features available to subscribers such as video clips, podcasts and
discussion

Project Objectives
Management team have developed a strategic plan that includes
the following objectives;
● Increase return on capital employed to 8% within 2 years
● Enact a transformational change of the company that will convert all
magazines to a digital format only.
● Close the printing and distribution site.
● Achieve cost efficiencies through relocating the head office to a smaller office.
● Restructure head office staff through moving to a smaller core of
permanent staff and more contract staff.

Change Management Principles

The aim of the transformational organizational change is to make the employees in the
organization feel valued considering the results of the staff survey that showed many
employees are not contended with the management style. The principle for the change
management will be inclusiveness and consultation. The ethical issue would be to ensure
that employees have the space to share their feedback and this can be ensured through
anonymous survey feedback
Change Plan Elements

The company has recognised the elements in the change of plan and all the
elements will require attention in relations to:

1. People: All the staff members will be communicated the about the
organisational change taking place and each employee’s involvement in
successful implementation of the plan. The company will provide trainings
to the employees to enhance their skills from print media to digital media.
2. Filing of all documents accurately: The departments should ensure they
are accurately documenting all the verbal conversations via an email and
following proper feedback forms, trainings and meeting in a formal
manner. The documents must contain the strategies, plans and reviews.
3. Hierarchy and organization chart: The new positions will be defined in
the company organization charts and each and every member will sign
off their job descriptions. For any new campaigns/processes, the
training will be given.
4. Upgrade in Technology/systems: The company has new ERP solutions
that will cater to bigger size of customers. The training on new systems
will be provided to appropriate stakeholders to ensure adherence and
awareness of new workings that may be required from time to time. This
may involve customer data pertaining to subscriptions.
5. Position /roles: all the jobs descriptions for each employee will be
revised and each employee will be coached to perform the duties
accurately and effectively.
For successful implementation of the change, it is recommended to:
· Implement improvement initiatives such as job
descriptions, training and coaching about digital media,
· Provide training about the new processes, systems and digital
marketing
· Identify gaps and implement plan of action
· Give product specific training (Digital marketing) to impart
more and more knowledge
The most important area in any change management plan is
Communication,hence planning for a meeting to communicate the
plan is the most essential part, taking ideas form the team and
incorporating it in the plan is the biggest motivation for employees.
One on one meetings with each staff to address if any concerns to
ensure retention of employees.

RATIONALE FOR THE CHANGE DIGITAL MARKETING-

 ● May end up in Niche market- Ensuring it remains wide by monitoring
the subscription and range of publication3
● Competition from the brands specializing in digital magazine- May not be
purchased by the buyers- May lose its revenue Include high-quality
content to neutralize the effect of stiff competition- Priority of risk 1
● Inclusion of new kinds of content for the magazine, It may not be liked
by the loyal customers- As customers would not associate with it and
hence there would not be any brand recall, Inform the customers about
the new features so that they are prepared- Priority of risk 2

Key Stakeholder Analysis

The key stakeholders will be staff, management and the customers.

The management needs to be sensitive towards the staff, the staff would be
concerned about career growth and better channels of communication and for the
customers they would want the brand to publish high-quality content on the digital
platform.

The preferred medium of communication will be session involving dialogue about the
changes, newsletters, briefings from project team members, frequently asked questions

Assessment of Readiness to Change

Currently, there has been a high-level strategy in place and therefore, the stakeholders
are aware about the present situation of change management and committed to their
respective tasks. A compatible workplace culture and reward programs would facilitate the
change management in an efficient manner. There is a strong senior support for change.
The Team is committed to implement change and is expecting positive results and also
recover the loss of 20% that occurred in previous quarter. To make this implementation
successful among all the departments, the Senior Management team will work together to
make this process simple and easy.

Key Change Messages

The company is looking at recovering the lost revenue and revamp the entire
process to give a competition in the market to existing competitors. The company
focus on quality and will implement the change in positive and accurate way.

Key messages to convey about the change process

All communication will be in a transparent manner to the appropriate stakeholders

based on respect to ensure acceptance among employees.
1. The succession of the plan is completely dependent on the
cooperation of each employee and the company believes in team
work.
2. The company will ensure job security to its employees, will
communicate the plan in a transparent manner and aims to be a market
leader in coming years.
 3. Due to a big loss the management has come up with a strategic plan
to upskill from paper magazine to digital. This is a change in process and
systems without majorly affecting the employees.
4. All required quality and training support will be provided, this is
role specific and authority specific.
5. The company looks forward for contribution from each and every
stakeholder to take this to the next level despite the loss that the company
faced.

Identify Change Elements

Structure/processes:
➔ There will be change in structure of the company as the staff members will be
moved from permanent to temporary staff, the responsibilities and job descriptions
will be revised and defined at samson media.
Performance measures/Timeframes:
➔ The KPI has to be implemented in order to measure effective change and
adherence to revised job responsibilities. In addition, timelines to achieve
specific task has to be defined.
➔ All the trainers and marketing managers will be trained first to further
coach the entire set of staff members.
➔ A change will be required and trained to implement the change. It is
believed that this will add to the cost of the company. All the stakeholders
need to be responsible in facilitating the change using appropriate
resources.
Specialist training:

➔ The company will have digital media experts who would provide relevant
training. All the staff members from printing department will be upskilled to
digital process and will add to their knowledge. A timeframe in the
development plan had been shared with all the employees.
Impact on workloads:

➔ Job descriptions that’s have been communicated will be reviewed to

measure performance. The workloadhas been equally divided considering

the competencies of each employee and it is position/role specific.

➔ The company has a development plan in place to ensure adequate

knowledge is gained by each staff member.

Finalised Communication and Education Plan

Samson Media
 Audience Key message Delive Frequency Location
ry and duration
metho of session (if
d applicable)
Staff Why the Email Wee Head office
change has Face to kly 30
been Face mins
proposed Memo
Manageme The changes Email ASAP Head office
nt and staff that are being
proposed and
the timeframe
Staff How this will Em ASAP All locations
affect ail
staff/staff Me
input mo
Staff Redundancy Face to Face ASAP 30 mins All locations
and
restructuring of
staff and roles
Staff Progress Em ASAP All locations
and and ail
custome updates Ap
p
rs
Customers Changes Em ASAP All flatform
that affect ail
the Pos
t
customer
Ap
p

Task 5

1. A Change management review

Samson Media

Objectives
The company’s change management objectives are as follows:

1. Employees satisfied with information provided as part of change management process.

2. Communication occurred through multiple channels.

Activities

A range of communication activities associated with the change process were conducted including:

● Weekly staff meeting

● Newsletter updates through staff email

● Staff Seminar

● Staff training

Survey

Experience of the change management process: While there is an attempt to communicate by

management and to be as open as possible, I still have a fear of the unknown.

Resistance to change : Personally haven’t resisted change. There’s no point in resisting change

because it is inevitable. The best thing is to try and understand what it is all about and put yourself in

the best position to achieve whatever needs to be done.

Communication : There needs to be an open line of communication from top to bottom. We get more

information from rumours than we do from bosses and that is something that is sad and not healthy.

You need to give employees a general overview of what is happening.

Recommendations

1. Communicate your process improvement initiatives

It’s also important to share the communications workload so that it’s easier to manage and maintain.

One way to do this is by finding process improvement champions who are willing to take turns sharing

a ‘Tip of the Week’ with users.

2. Make staff accountable

To empower staff to be accountable, many organizations have set up a dedicated time slot for

completing process related tasks.

3. Understand there will always be room for improvement

To maintain engagement with process improvement initiatives, it is essential for organizations to

recognize that the work will never be done.

4. Encourage collaboration

To demonstrate this, some businesses hold cross-functional process improvement brainstorming

sessions to get teams thinking outside the box about process improvement.

5. Upskill your employees

Train staff right from the start as part of new hire induction so that your expectations around process

management discipline, as well as their expectations, are clear.

2. Send an email to your assessor

Dear my assessor

I’m writing to mention the Change management review attached to this email.

Change management review brief covering

-The company’s change management objectives

-A range of communication activities associated with the change process were conducted

-Reviews of Survey

-Recommendations
Your feedback and comments are very much appreciated.

Regards

HJ