Change Management and Communication Plan Essay Example for Free

Change Management and Communication Plan Essay Riordan Manufacturing needs to develop a formalized method for controlling all client information into one centralized client administration method. The first part of this plan will develop a modified administration plan that will include many critical elements; for example, suggestion of a plan in order to execute modifications during the coming year and an explanation of the assessment processes following the implementation of the modifications. The 2nd part of the plan will make reference to an exhaustive communication plan for the suggested modifications. A sample message communicating the plan to the company employees is also included. Riordan Manufacturing currently uses a bureaucratic structure based on formal power. This structure is designed with set rules and functions on how the business will operate daily. Their organizational chart describes how the organization is departmentalized by scope of work into functional areas. Each specialized department has a vice president and managers that control their operations. The major advantage of this type of functional departmentalization is efficiency gained from putting like specialists together (Robbins Judge, 2013). The power and political structure could affect the employee behavior because all decisions must go up the ladder. For example, if a decision needs to be made about how a heart valve machine needs to be updated, the decision must be routed through proper authority, rather than being handled by the foreman. Another advantage of this structure is that there is direct communication between lower level managers and their supervisors; this provides effective leadership, vision, and communication throughout the ranks in the organization. The most appropriate and effective organizational structure for Riordan is departmentalization and formalization. With the planned change for a new customer information system, structure, organization, and good communication between departments  is necessary. This form is valuable when an organizationâ€⠄¢s customers are widely distributed geographically and have similar needs based on their location (Robbins Judge, 2013). Most of the positions in the organizations are standardized, so each employee is placed in the correct department according to his or her abilities. Riordan Manufacturing has a separate department for each product they make, which is an example of departmentalization. Employees in a departmentalized and formalized organization have set rules to follow and are specialized to their department. Riordan Manufacturing employees are a diverse group that offers solutions in a diverse market. Each member is part of a team where each product made grows their total portfolio. Riordan’s culture is based on organic growth with innovation, although they are a bureaucratic organization. They are constantly looking for new products to innovate and expand in new areas without looking to cut costs to gain growth. Their characteristics include: ethical standards, innovative, and team building. The corporate culture of Riordan Manufacturing influences employee behavior by innovation and risk taking with an emphasis on team building. Riordan uses good communication and team orientation to keep their employees motivated. Some workers may become unwilling to cope with modification. Possible reasons may be the lack of knowledge regarding the modification, comfort, anxiety about being unsure, personal private views, job security, pressure from peers, clashes, and lack of confidence. Even though workers are being resistive, the administrators are intending to cope with the opposition and assist workers with the modification more efficiently. Administrators may apply the modification by conveying it clearly, being straightforward, and acknowledging their worries together while respecting workers. Administrators may provide support by meeting directly in regards to the modifications or by additional co aching. Administrators might place the resistive workers with employees or another company temporarily who are already using the modification. This can allow for administrators to make certain they have set some objectives to ensure the success of the modifications was worthwhile and advantageous. Modifications need constant and continuous quality improvements. During the 12 months, administrators must be sure that the modification they put in place continues to remain effective. Administrators can perform this by assigning reaction teams to  areas which are in danger, as well as continue to make contact with their workers via phone, email, direct contact, or memo. Safety precautions will also continue to be managed and improved. Staff and administration attitudes will remain optimistic, involving workers, caring for their views, ideas, and thoughts, continuing to provide training sessions, set objectives and goals, and encourage inspiration. Administrators may assess achievement by monitoring the effectiveness of the modification, organization numbers/sales, and ensuring workers are producing great results. In case the organization is failing or hasn’t seen any growth then they must adjust the modification. Communication Plan The best way to overcome the resistance to change is timely communication to employees. Managers should have meetings with employees, as necessary to discuss the changes. The reason for the changes should be conveyed in a way so employees will understand the necessity for the changes. Managers also need to make themselves available to address any concerns and to listen to feedback from employees. It is very important to listen to their concerns, and address them in a professional and compassionate manner. The manager needs to assert themselves as being calm and professional, while conveying the change and listening to concerns of the employees. Along with meetings, regular emails and memos should be sent to all employees to inform them in a formal manner of the changes that need to take place. It may be prudent to appoint a few reactionary team members to assist the employees with the new procedures. Some employees should be selected to join the reactionary team to instill a sense of ownership into the changes. If a written communication method was to be utilized there could be physical barriers to non-verbal communication. Not being able to see the non-verbal cues, gestures, posture and general body language can make communication less effective. To counter that, our preferred communication channel will be face-to-face to discuss anything that could be considered sensitive in nature. Jargon, abbreviations, and slanged terms for what is considered common items is commonly used in corporations; this can cause confusion for some whom may be less familiar. To ensure everyone has a firm grasp on the message being relayed, the use of these terms should be minimized in all formal communications. Email and Memo Message Valued Employees of Riordan Manufacturing: The organization decided to apply a client administration method that will permit you to easily monitor our clients. The administration knows that we have put enormous accountability on you to manage client info and wish to provide you with the methods to do this job more efficiently. This info might be more effective when we keep it in a uniformed style and saved in a convenient location. By applying this method we will be allowing the info to be easily available to all workers and will streamline searching methods. We know that this info, if not saved correctly will get lost, and we dont want to jeopardize the client associations which you have worked so hard to maintain. Formalized training will be given to all workers prior to the launch of this method. Our objective is to make sure that you are happy and capable of using the latest program before its put into use. We have created a formalized coaching agenda for following week to make sure everybody has had time to see, work, and know the program. We hope that this may be applied on Monday March 30th, 2015. Administration knows that understanding the latest method is a difficult task, however we believe you will notice the advantage of this latest program. We thank you all for your hard work, persistence, and assistance in this matter. Please contact your immediate supervisor with any questions or problems. Thank You, Riordan Manufacturing Administration Conclusion The document has assisted in developing a modification administration plan for Riordan Manufacturing by deciding formalized and casual power structures of the company and their influence on the conduct of workers. It has additionally determined suitable company structures for this organization which will help in achieving the modifications. The document has described the company’s tradition by identifying its features, and the possible impact of this tradition on the conduct of workers. Riordan must think about applying the specified modifications which are contained in the modification administration plan, and they must also apply the communication plan that will assist in implementing the modifications effectively. Reference Robbins, S. P., Judge, T. A. (2013). Organizational behavior (15th ed.). Upper Saddle River, NJ: Pearson/Prentice Hall.