BSBINN601-Assessment Task 2

Task 02: Develop a change management strategy (Project Plan and Presentation)

1. Review the simulated workplace information for Fast Track Couriers

The firm is capable of communicating properly with the staffs via email for the
employees in the head office and through a printed newsletter for the drivers. The
firm also provides information related to policies and procedures via documented
manuals which are also held in every truck like a staff’s manual. All the trucks are
actually fitted with the GPS system towards assisting the drivers with the
navigation towards every pick up plus drop. Trucks also are assigned proper PDA
which provides the drivers with details of every pick up as well as drop off plus
records the time when the job starts plus finishes. Employees of the Head office
work very intimately together as well as are extremely cohesive as well as
motivated team. They also are very positive regarding organization’s direction as
well as respond properly to any change. Drivers have in the past reacted
unenthusiastically to any change. Change implemented within past has always met
with confrontations and was thus difficult to get implement. The firm Couriers
currently has two drivers in each truck to make sure that the drivers are capable of
handling loading and unloading task of heavy parcels. The plan moving is to
remove need for maintaining two drivers in every truck through installing the
automatic lift gate. These surplus drivers will be indulged in driving new trucks
which will be bought to enable firm to extend services to the regional locations.
Drivers are presently happy with work environment. The firm typically leaves
drivers alone now management is trying to change the system.

2. Develop a change management strategy for Fast Track, which you will
present to management for approval, by following steps 3–8 below.

1. Identify change goals and specify:

Management has identified the following high-priority change requirements:

a. Goal A: Implement PDA/ GPS usage (productivity function) on truck fleet in the
first quarter of the 2012 financial year.
  Most efficient use of resources to cover market needs. Management will
look at more than the raw hours spent on job and consider all factors such as
job difficulty, traffic conditions in order to optimize fleet usage.
 Job performance measurement for training needs
 Recognition of outstanding performance (bonuses for exceeding targets;
advancement/ leadership opportunities).

b. Goal B: Implement one person/truck policy using automatic lift gates in the first
quarter of the 2012 financial year.

Goal B is also essential to the business to and it is needed as the firm company
provides data and information regarding the strategies and policies procedures via
a documented manual which are actually held in every truck like employee
manual. This can be made advanced and employees will feel more developed and
enhanced technologically through this system. One person per truck system will
also ensure optimum use of the human resource as well as proper usage of all other
resources in order to make the production of the firm extra efficient and effectual.
The automation of the gates will help the drivers as well as they will no longer be
required to lift the gates manually. This will also motivate the drivers and makes
them feel that the firm even thinks and is concerned about the issues being faced
by the drivers

Who: The goal A of the firm which is all about implementation of a GPS system
for tracking the trucks in order to enhance delivery time and system will directly
impact the truck drivers. Also the other employees of the firm like local delivery
staffs, loading and unloading workers and even the middle level managers will be
affected by the implementation of this system.

How: These changes will be needed to get implemented very carefully and will
require a vast lot of concern. If any firm is not liking and not ready to embrace
alterations and changes then that firm is going to suffer in the long run. The staffs
in attainment process of both the goals will be supplied a proper training which
will help them to know and better understand the changes and make it easy for
them to adapt such changes. The management department will need some experts
for training the staffs who would supply the knowledge of the new technology and
also encourage the staffs to use novel technologies with each passing day which
will help them as an individual and also the firm on a whole.

When: The changes will be implemented by end of July 2011 and the results are to
be evaluated in the end of financial year 2012.4. Identify the change goals you
have identified are related to organization’s strategic goals.

2. Change goals related to organization’s strategic goals

STRATEGIC GOALS RELATED CHANGE GOALS

The goal A which is about

To grow as well as expand the
business in metropolitan locations
implementation of GPS will help the
firm to become very fast and extra
efficient in its processes of delivery and
supplies. This will make the firm attain
extra market share and thereby expand
its market

To deliver small plus medium The enhancement of market share will

packages and enhance the market require more technologically developed
share by 7.5%. system which will help the firm grow
more and more.

To develop properly integrated loom GPS will integrate the management with
towards management of distribution the distribution staffs and the employers
using the technology will be able to locate the trucks.

The truck drives through automated gate

To make and maintain very system will be made to feel that the firm
cohesive as well as well-aggravated cares for what hard labor they do
workforce manually, this will motivate them to
great extent.
3. Undertake a cost-benefit analysis of the of the change requirements.

a. The change requirements

The change will include many new people that is several novel employees will be
recruited which will incur great cost for the firm. The main budget for the
implementing of this change strategy will exclude the cost of novel trucks,
technology as well as lift gates and even lost productivity commencing truckers is
some $25,000. But this will be beneficial as it is expected to grow the market share
of the firm by some 7.5% and even the benefit is expected to be some.

b. The costs of changes

The main budget for the implementing of this change strategy will exclude the cost
of novel trucks, technology as well as lift gates and even lost productivity
commencing truckers is some $25,000. Also the change will need inclusion of
some 8 novel trucks for enhancing the delivery patter and decreasing the delivery
time as well as this will also incur cost for the firm as buying truck will need heavy
investment. Yet this will have extra advantage on the firm. Small distribution
outlets will be also be positioned at the Maitland and Goulburn, Nowra as well as
Bathurst and also each of them will be manned by about two staffs within next 8
months. This will also include relocation of some staffs or recruitment of new
employees which again would incur cost for the firm. Even building of new hubs
will bring in expense for the organization. But through all this Fast Track will
complete some 20% of the deliveries towards the regional locations within next 3
years, this will help the firm to attain what it has planned and thereby the whole
expense will be regained back by the firm.

c. Risks

There is several risks related with the firm’s investments as well as changes. They
are:

 In past it was seen that the employees specially truck drivers have not
accepted changes within the firm and has worked as hurdle for the
implementation of the change. This might be a case in this situation as well.
 There is very vast investment and inclusion of money in the process of
implementation of this change, if change does not works properly and is a
failure then the firm will have to suffer a vast loss of both financial as well
as human resources.
 Some old employees who might not accept the change may tend to get de-
motivated and also might leave the firm.

d. The possible benefits of each change

  Implementation of GPS might enhance the firm technologically
 The GPS system will help the firm to track its staffs all time and handle
them more appropriately.
 The implementation of the eight new trucks will bring in extra efficiency
for the firm and will enhance its delivery process.
 Implementation of a system of one person per truck will make many
other staffs feel free as the gate system will be made automated
 Drivers might feel relaxed as they will not have to load and unload the
parcels manually through automation of the gate
 Employees might feel extra happy and motivated.

e. Assessment of the benefits against the costs and risks

CHANGE BENEFIT COST RISK

Technologically Drivers might
advancement of the feel that
firm management is
interfering in
The firm might become the process
Implementation extra competent in the they deliver the
of GPS system market consignments
The firm might The repetition
properly recognize the of past results
outstanding which was
performance of the about non-
staffs acceptance of
the changes by
the staffs

The firm will be able Need new trucks Fast Track will
to enhance its will incur cost to be able to
delivery capability some $5,000,000 complete some
Bringing in new 20% of the
trucks deliveries to all
Better market reach the regional
locations
within next 3
 years.

Most well-organized Wages and Drivers might

use of the resources salaries that not accept the
to wrap market needs will be paid to change totally
and requirements all new
Reduced requirement recruitments
Drivers might
One driver per for hiring external feel unhappy
truck change truckers Automation of with the
Reduced probability gate will incur decision
of the lifting injury cost for
technology
implementation

f. Categorized changes

i. Feasible (F)

 The goal A which is about implementation of GPS will help the firm to
become very fast and extra efficient in its processes of delivery and supplies
 The enhancement of market share will require more technologically
developed system which will help the firm grow more and more.
ii. Maybe feasible (MF)

 The implementation of GPS will make the firm attain extra market share and
thereby expand its market.

 The truck drives through automated gate system will be made to feel that the
firm cares for what hard labor they do manually, this will motivate them to
great extent
 GPS will integrate the management with the distribution staffs and the
employers will be able to locate the trucks.
iii. Not feasible (NF). None

4. Undertake a risk analysis of the change requirements:

a. Identify the risks and barriers

CHANGE RISK BARRIER

Will need recruitment of

novel experts of
The employee indulged in the software as well as
process might prove to be a hardware field and
wrong selection finding such
professional will not be
an easy task

GPS Technological change is most of

implementation the time not accepted totally by The staffs might reject
the old employees the change as they have
done in the past

Training will not be completed in

an evening and will require much Drivers and other staffs
more time and money might feel they are being
tracked and firm is not
happy with them.

The drivers might feel they are The expert might feel
Gate being underestimated difficult in
automation implementation of this
Incur vast cost change

The drivers who will be left It will not be an easy

surplus might become a burden task to convince the
One driver per on the firm staffs
truck
Firm might lose some staffs as It will need new drivers
well and also new trucks

b. Identify mitigation strategy.

The risk mitigation strategy and planning will be a procedure of developing all the
options as well as actions towards enhancing the opportunities plus reducing
threats towards attainment of aims and objectives. Implementation of the risk
mitigation will help the firm to execute risk mitigation activities. Risk mitigation
will include tracking of the identified risks and also identification of novel risks, as
well as evaluation of the risk process and even effectiveness all through the change
process (Carter, 1994).

Handling of risk mitigation options will include:

 Assuming plus accepting: Acknowledgement of the existence of the risk, as

well as taking of a purposeful decision towards accepting the change without
engaging within the special efforts towards controlling it will be done. The
approval of the project otherwise program leaders will also be needed.
 Avoidance: Here the program requirements will be adjusted otherwise
constraints towards elimination otherwise reduction of risk will be done.
Such adjustment will be accommodated by the change within funding,
schedule, otherwise technical needs.
 Controlling: Here actions will be implemented to minimize impact otherwise
likelihood of risk.
 Transfer: In this plan accountabilities will be reassigned to the staffs.
 Watch plus Monitor: Now the change will be monitored.

5. Develop a change management project plan.

There are some change management theories that need to be planned:

 Determine what, precisely, needs to get changed- As per the report and the
strategic as well as operational aims and goals of the firm the firm needs to
attain better market share in the coming future and also wants to develop its
reach and aims to target new customers at metropolitans. This that is
working well is to be identified and what does not requires any change also
needs to be kept constant. The original problem for the Fast track is less
efficient use of resources and not good market reach; also the staffs are rigid
and not habituated to change.
 Brainstorm probable solutions- Here the firm needs to evaluate and analyze
all possible solution to the problem. As per Fast track the firm has found two
major solutions that are indulgement of GPS system and automation of the
gate for enhancing the effectiveness of the firm as well as the drivers and
better reach the customers. Here the firm will consider wide variety of the
options so that the firm can make proper logical decision regarding the ways
to move further. For this the firm will browse websites and blogs, as well as
books regarding problems the firm is facing.
 Decide the way to move further- Though people in the firm had their own
voice about change to happen, the managers need to actually set direction for
rest of the firm. This will need a proper time period to open, and conduct
honest discussion all amongst managers about things to be changed and
things not to be changed.
 Write the action steps. Then will be task to decide the way in which Fast
track will address the changes plus then write it like part of the change
management strategy. Here the decisions about communication of the
change to all the level of employees will be done.
 Set the time frame. The actual speed of the change will be decided in this
phase and decisions about the way in which change will be implemented
effectively, plus the way in which people would respond to the change needs
to analysed and decided properly. Here managers need to move slowly and
carefully. Moving too fast can also confuse the staff members and also make
them unsettled. And then this change management strategy is to be written to
reflect the appropriate speed for the firm
 Reflect upon the way in which these changes would affect different sets of
staffs- Here managers often search for ways in which the change would
affect entire firm, failing towards considering the way in which each
department would need to deal with change. In this case drivers, middle
level managers and other staffs will all have different perspective about the
change and all of them need to be handled differently.
 Identify obstacles- Then the firm has to identify obstacle in this case like
non-acceptance of the change by staffs, need for money, budgetary obstacle
and recruitment of new employees incurring vast cost for the firm as well as
building of hubs in many locations and even brining inn of novel trucks are
 many things which could get in way of change being implemented
efficiently.
 Put plan upon paper. Once the firm gets an essential change management
strategy figured out, the same is to be written down and properly
documented. Fat track will use all the format works that are best for the firm
like approval from the manager and many more.

In order to implementation the change management plane, some key elements

should be included:

a. Stakeholder management:

 Main stakeholders plus roles- Stakeholders of the change will be the firm’s
management department i.e. all the top level managers because the change is
in the whole structure of the firm and also in the functioning system.
 Commitment level- The level of commitment needs to be very high as this
change indulges vast amount of risk. It has been seen that employees of the
firm have not accepted any change easily in the past thus the management
needs to be very careful about this new change going to take place.
 Issues- For attainment of these two goals the firm needs to implement a
proper change in the system of the organization and also will affect the
drivers and many other stakeholders. Achievement of such goals must
increase the net profit within next financial year somewhat by $200,000 as
of increased effectiveness and increased trade. The changes that will be
implemented needs to be handled carefully and managed efficiently for
attainment of better results. The actual change management plan and
strategy, once accepted by General Manager, needs to be implemented
without delay. Any delay might result in loss for the firm as the investment
and budgets will already be allocated and delay might decrease the value of
the money for the firm.

b. Communication plan:

 Audience- The target audience will be drivers and also middle level as well
as top level managers.
  Message- The message will be conveyed regarding the change of system and
gate automations as well as indulgence of GPS system in the process so hat
tracking would be made easier.
 When communication will take place- The communication will take place in
a meeting organized by the firm in which all the stakeholders will be
included.
 How to communicated- The message will be communicated face to face and
personally to the staff member.
 Person responsible- A leader for each group will be chosen and they will
communicate the message to their groups.

c. Training plan:

 Analyzing all the drivers that will be targeted

 Bring out most problematic ones
 Make a proper plan and call up the trade union
 Negotiate with the union leader
 Try to explain the facts and details of the change and the benefits the firm as
well as the drivers will attain through the change
 Making of a proper power point presentation that would pictorially represent
the facts and details
 Indulging proper motivators and counselors
 Arranging for a meeting with the drivers
 Conducting the meeting