Change Management Communication Plan and Continuity Strategies Scenario You are an HR consultant, contracted by the VP of an LLC in Wilmington, Delaware, to solve their internal challenges. This U.S.

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Change Management Communication Plan and Continuity Strategies

Scenario

You are an HR consultant, contracted by the VP of an LLC in Wilmington, Delaware, to solve their internal challenges. This U.S. office is a branch of a larger Singaporean software solutions organization that has a total of 140 employees and generates $20M in revenue per year. The CEO of this organization, headquartered in Singapore, wants to explore new markets in the United States, gain access to new customers, diversify risk, leverage resources, and increase profits.

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Unfortunately, the newly formed U.S. branch has been facing several problems from the beginning.

  • Employees at the call center and the sales and marketing division are disengaged and emotionally fatigued due to contradictory communication between the branch’s leadership and the leadership at the Singaporean headquarters.
  • The branch team members feel frustrated and undervalued as a result of conflicting feedback from their VP and management team.
  • Messages from leadership lack consistency, especially regarding policies and practices related to human resources.
  • There is no training for team members.
  • Communication problems between the Singaporean headquarters and U.S. branch are resulting in low employee morale.

Overall, the standard operating procedures (SOP) followed successfully at the headquarters in Singapore could not be replicated at the U.S. branch. As a result, the CEO’s vision of successfully furthering expansion into the U.S. market remains unfulfilled.

Your goal as an HR consultant is to create a change management toolkit that includes the following:

  • A needs assessment or change readiness audit (Completed, see attached)
  • An organizational change management plan (Completed, see attached)
  • A change management communication plan
  • A letter recommending strategies to ensure that the changes and their benefits are retained

So far, you have completed your change readiness audit and created a change management plan (attached). Now, you will share a presentation to demonstrate your change management communication plan. This plan should include your recommendations for workforce development techniques and how you plan to communicate these to employees and leadership of the U.S. branch, as well as leadership at the Singaporean headquarters.

It is not enough to implement change successfully; efforts should also be made to sustain the change. You must also write an executive letter to the VP of the U.S. branch, recommending strategies and best practices to ensure that the changes are implemented and maintained.

Change Management Communication Plan and Continuity Strategies

PART ONE: Change Management Communication Plan Presentation

Submit a creative and polished PowerPoint presentation with speaker notes to share your change management communication plan. The communication plan should include your recommendations for workforce development techniques and how you plan to communicate these to the U.S. branch employees.

Specifically, you must address the following rubric criteria:

  1. Define the audience by performing a target audience analysis. (slides 1–2)
  2. Determine core and audience-specific communication objectives and messages, including appropriate tone. You may include the following information (slides 3–4):

    1. Discuss goals of the communications campaign. You may consider the following points:

      • Why is this communication campaign needed?
      • What are the essential topics to communicate to company leadership?
      • What do front-line employees need to know as they experience and deal with the impact of change?
      • How will you convey need and urgency for change? Discuss What’s in It for Me (WIIFM).
      • Use a story or a graphic to connect with the change vision for success to the communication plan.
    2. Define and communicate new performance expectations and what stakeholders need to do to prepare for change.
  3. Recommend two workforce development techniques to support employees’ adaptation to change and build on existing skills and strengths. Consider the following (slides 5–6):

    1. What do you want the employees of the U.S. branch to do differently?
    2. How should the organization’s leadership support employees during the change, through training and development programs to address the gaps?
  4. Determine and review the best delivery channels for each communication based on the target audience analysis. Select a minimum of three channels as part of a multi-prong communication strategy. You may include the following information (slides 7–8):

    1. What would be the communication timeline for delivery of all messages? Create an outline.
    2. How often will the branch’s change initiators communicate with this audience?
    3. Outline communication responsibilities and assignments. Who is responsible for leading communications with this audience?
  5. Include your plan for a feedback loop to monitor and manage the communication campaign. (slides 9–10)

    1. Determine metrics or key performance indicators (KPIs) to track the success of the communication campaign.
    2. Outline how the metrics will be implemented and tracked through a feedback loop.

PART TWO: Executive Letter

Write an executive letter to the VP of the U.S. branch recommending a strategy and best practices for sustaining the change efforts. Specifically, you must address the following criteria:

  1. Recommend one strategy for evaluating the business impact of change.

    1. How can they sustain change efforts through performance management?
  2. Recommend two best practices for ensuring new skills are applied on the job.

    1. Include at least one reinforcement technique leadership can use to sustain change.

Change Management Communication Plan and Continuity Strategies Scenario You are an HR consultant, contracted by the VP of an LLC in Wilmington, Delaware, to solve their internal challenges. This U.S.
Running head: [TITLE] 0 [Title] [Author Name(s), First M. Last, Omit Titles and Degrees] SNHU MBA687 Course Project Professor: [Professor] [How to use this template: Use the Word Outline View to organize your document. Replace the instructions in brackets with your content. Make sure you support your analysis and recommendations with research; define your terms and tools using concepts from the course materials. See “MBA 687 Project Guidelines and Rubric” for details. Use the Word References Tab to automate citations and references. Replace the instructions in brackets with your content. Delete the brackets.] [Title] Executive Letter [Write an executive letter to the VP of the U.S. branch recommending a strategy and best practices for sustaining the change efforts. Specifically, you must address the following criteria] Business impact of change [Recommend one strategy for evaluating the business impact of change. Sustaining change efforts [How can they sustain change efforts through performance management?] Applying new skills [Recommend two best practices for ensuring new skills are applied on the job.] [Best Practice 1] [Describe your first best practice for ensuring new skills are applied on the job.]] [Best Practice 2] [Describe your first best practice for ensuring new skills are applied on the job.] Sustaining change [Include at least one reinforcement technique leadership can use to sustain change.] Change Readiness/Needs Assessment Audit Report [Update Milestone One according to faculty feedback, then paste into this section. See assignment instructions below.] [Submit your change readiness report from Milestone One that was created according to the following criteria. Be sure to revise your report based on feedback you received on your milestone. In this report prepared for the VP, you will discuss the change readiness of the workforce and leadership, willingness and capabilities for change, and any historical barriers to change from past planned or unplanned change management experiences.] [Use the Employee Engagement Survey, Leaders’ Self-Evaluations, Exit Interviews, and Forms of Resistance Grid from the Supporting Materials section to assess the change-readiness of employees of the U.S. branch.] [See “MBA 687 Project Guidelines and Rubric” for additional information.] Change Management Plan [Update Milestone Two according to faculty feedback, then paste into this section. See assignment instructions below.] [Submit your change management plan from Milestone Two that was created according to the following criteria. Be sure to revise your plan based on feedback that you received on your milestone. In this report prepared for the VP, you will detail the strategy to convince the workforce to implement the changes.] [Refer to the Case for Change Guide and other company data, such as the Leaders’ Self-Evaluations, the Vision, Mission, and Strategic Goals document, and the Employee Engagement Survey (all linked below in Supporting Materials). Ensure that the report details the pre-implementation and implementation phases of the change management plan.] [See “MBA 687 Project Guidelines and Rubric” for additional information.] Conclusion [Close like an attorney giving a closing argument: Here’s what we learned, why it’s important to you, and what you need to do about it.] References There are no sources in the current document. [Use the Word References Tab to automate citations and references. For instructions, see: Create a bibliography, citations, and references.]
Change Management Communication Plan and Continuity Strategies Scenario You are an HR consultant, contracted by the VP of an LLC in Wilmington, Delaware, to solve their internal challenges. This U.S.
Running head: Change Plan 0 6-1 Milestone Two: Change Management Plan Name MBA687 SNHU Professor 6-1 Milestone Two: Change Management Plan Stakeholders Stakeholder 1: Singapore Headquarters Senior Manager Stakeholder role This stakeholder’s critical contribution to the transformation process at the U.S. branch is made as a senior manager in the Singapore headquarters. In addition to monitoring compliance with the change management strategy, they manage the organization’s overarching strategic goals. Stakeholder impact The senior manager of the Singapore headquarters can serve as a liaison between the main office and the United States branch to voice the organization’s viewpoints. They may impact support, acceptance, and buy-in for transformation among departments by formally endorsing and promoting the change efforts. To ensure the successful execution of the change management strategy, they will play a crucial role in explaining the significance of the transformation and its advantages to the United States branch staff members. Stakeholder 2: U.S. Branch Team Leader Stakeholder role The United States Branch group leader is a crucial member of the branch’s executive team. They oversee and manage the team’s daily operations, encourage teamwork, and ensure the change management strategy is successfully implemented. Stakeholder impact The United States Branch group leader may encourage and guide their teammates through the transformation process by taking on the roles of a counselor and a journalist. They can increase the chances of success by acting as a representative for the change efforts and addressing any worries or opposition within the team. Additionally, they will help the change management strategy work better overall by encouraging a culture of cooperation and open communication. TABLE 1: Stakeholder analysis Stakeholder Role Impact Singapore Headquarters Senior Manager Provides guidance and support for the change process at the U.S. branch Acts as an opinion leader and connector, influencing buy-in and acceptance. U.S. Branch Team Leader Manages team operations, and guides change implementation. Acts as a counselor and journalist, addresses resistance, and fosters collaboration. Strategic alignment Organizational strategy The strategic objectives in the organization’s Vision, Mission, and Strategic Goals statement center on utilizing people, technology, and resources to foster innovation, generate value, and deliver world-class customer service. These objectives strongly emphasize marketing initiatives, growth, talent, and learning. Branch operations The Leaders’ Self-Evaluations and United States Branch Overview offer information on the United States branch’s present situation. The organizational plan should align with the strategic objectives of the U.S. branch, which should also consider the branch’s particular features and difficulties. Aligning branch operations with organizational strategy The U.S. branch’s strategic objectives should align with the organization’s overall strategic objectives and the change management strategy. This coordination ensures that the U.S. branch’s transformation activities support the organization’s overarching vision and goal. Trends For effective change management, it is essential to investigate new trends that may impact U.S. branch personnel. It will be easier to adjust the change efforts and ensure their significance and success if we are aware of the evolving requirements and expectations of the workforce. Improvements to organizational systems Areas of change The departure interviews identified several areas for change, such as a lack of training, poor management relations, a shortage of job prospects, and irregular work practices. These issues must be resolved to promote a healthy work atmosphere and increase staff engagement. Impact of change By boosting management connections, upgrading training programs, expanding career progression possibilities, and developing standardized procedures and processes, it can favorably influence worker conduct at the United States branch. Improved employee happiness, motivation, and output will result from these enhancements. Recommended enhancement strategies Encourage Open Communication: According to managers, team and location-wide communications must be transparent and open. They must offer all team members the chance to contribute and have their voices heard, and they ought to listen intently to workers’ ideas, input, and concerns. Periodic team meetings, online and in person, may promote cooperation and communication. Recognize and Reward Collaboration: Employees may be inspired to practice collaboration if their efforts and successes are recognized and rewarded. Various types of recognition are possible, including possibilities for job advancement, public acclaim, and rewards. This highlights the value of teamwork and motivates workers to work closely with their colleagues. Team collaboration issues Team collaboration issues include a lack of training, poor management relations, a shortage of job prospects, and irregular work practices. Causes of collaboration problems There are several reasons team members in different places do not collaborate. Physical distance is important because it causes communication problems such as time zone variations, linguistic difficulties, and insufficient face-to-face connection. Furthermore, poor communication routes might prevent cooperation and information exchange, leading to solitary work settings. Collaboration is made more difficult by cultural variations in communication, decision-making, and working methods (Anderson, 2019). Last, a lack of trust between workers and management can stifle free dialogue, information exchange, and collaborative problem-solving. Building teams People need to become better team players to boost team cooperation. This entails several steps, including developing a common goal for coordinating efforts, cultivating close connections that foster trust, promoting engagement in integrating different viewpoints, establishing efficient communication abilities through training, and fostering a collaborative environment that accepts mistakes and promotes innovation. Using these principles, teams may become more cohesive and collaborative environments where individuals can play to their strengths and work toward shared objectives. Building Trust in leadership Enhancing team cooperation requires developing leadership trust. To accomplish this, leaders should embrace important traits like responsibility, empathy, openness, delegating responsibility, and candid communication. Transparency entails publicly disclosing decision-making procedures, objectives, and plans while keeping the team up to speed on business developments. Bearing yourself and others accountable for deeds and commitments ensures dependability and completion. Empathy entails being aware of and encouraging team members’ worries, struggles, and goals (Hofmeyer & Ruth, 2021). By giving team members duties and responsibilities, delegation gives team members more influence. Transparency, feedback, and chances for team members to offer their thoughts and perspectives are all fostered via open communication. Together, these actions foster a climate of cooperation and trust. Change management model The following actions can be made to implement Kotter’s 8-Step Change Model at the American branch (Tang, 2019). Applying the change model to the US branch Increase the Feeling of Urgency: Explain the necessity of transformation and its justifications in plain language. Describe the obstacles and chances the American branch is encountering and how the modification will take care of them. Use facts, figures, and examples from your own experience to inspire a feeling of urgency among your staff. Create a Strong Coalition: Determine the key U.S. branch leaders who favor the reform proposal. Create an alliance representing the various organizational levels and functions. This alliance will spearhead the change, offer direction, and serve as change advocates. Create a Vision and a Strategy: Engage with the partnership to create a convincing plan for the future of the United States branch and a plan of action to get there. Ensure the company’s overarching aims and values align with the vision. Communicate the Vision: Create a thorough communication strategy to ensure that the mission and approach are successfully communicated to every employee of the United States branch. Utilize a variety of platforms, including town hall meetings, email newsletters, electronic mail, and the intranet, to make sure that the change program is widely known and understood. Empower Action: Eliminate any impediments or roadblocks that can make it difficult for staff members to accept the change. Give staff members the tools, training, and support they need to engage in the transformation process actively. Generate Short-Term Wins: Decide on fast successes which could be accomplished at the beginning of the transformation process. These victories should show the effectiveness of the transformation program and inspire people to feel successful and advanced. Consolidate Gains and Produce More Change: Build on the early accomplishments and advance the transformation. Address any potential opposition or obstacles and modify the change plan as necessary. Continued assistance and resources are needed to keep the shift moving forward. Anchor the Change in Culture: Make sure the adjustment is ingrained in the American branch’s culture. Adapt the change to the company’s systems, norms, and values. To strengthen the desired actions and guarantee long-term sustainability, incorporate the modification into the management of performance procedures, educational initiatives, and other human resources (HR) operations. Change steps Mitigating resistance Effective Communication: Make the change known straightforwardly, honestly, and consistently. As the transformation process unfolds, address employee concerns and give frequent updates to keep them informed and involved. Stakeholder Involvement: Engage important stakeholders, particularly the workforce, in the preparation and decision-making procedures for the transformation. Ask for their opinions, address any issues they may have, and provide them with chances to participate in the change effort. Addressing Fear and Uncertainty: Understanding and addressing the worries and concerns staff members might encounter due to the change. To aid staff members in adjusting to the change, offer them assurance, support, and resources. Dealing with contingencies Anticipate and prepare for potential problems in any change management process. Following are some tactics for handling planned and unforeseen adjustments and contingencies: Risk evaluation and management: Conduct a thorough risk assessment to find possible problems and barriers that could appear throughout the transformation process (Paltrinieri, Louise , & Genserik, 2019). Create backup plans to deal with unanticipated occurrences and reduce risks. Flexibility and Adaptability: Make the change management strategy flexible to allow for unanticipated changes or modifications. Keep an open mind to suggestions, and change the strategy as necessary to account for new problems. Milestones The following benchmarks should be reached to guarantee the accomplishment of the modification implementation: Finishing the Change Readiness Assessment: Determine if the American branch is prepared for change by assessing its culture, communication methods, and leadership backing. Development of Change Vision and Strategy: Assuring alignment with the company’s overarching objectives, defining a clear vision and plan for the change program in the U.S. branch. Communication of the Change: To ensure that all workers at the United States branch are aware of and comprehend the change, it is important to explain its purpose and approach effectively. Metrics The following measures can be used to assess the change management plan’s effectiveness: Employee Engagement: Use focus groups, questionnaires, or interviews to gauge satisfaction with work, enthusiasm, and commitment. To determine the effectiveness of the change program, track shifts in participation rates over time. Cooperation and communication: Evaluate the frequency and effectiveness of team member cooperation and communication across various locations. Keep track of advancements in coordination, collaboration, and information sharing. Conclusion The success of a company depends on improving teamwork and successfully managing transformation. Companies may enhance communication, eliminate silos, and use collective intelligence by implementing cross-functional team initiatives and encouraging a culture of cooperation. Using Kotter’s 8-Step Change Model, leaders must cultivate trust, communicate openly, and include staff members in the change process. These tactics aid in reducing resistance, dealing with unforeseen circumstances, and reaching milestones. Monitoring important indicators helps determine success and problem areas. Partnership and change management are prioritized because they boost productivity, creativity, and the achievement of strategic goals. The challenges include adopting these tactics, getting through opposition, and developing a flexible workplace that flourishes on change. References Anderson, R. J. (2019). Communication between healthcare professionals and relatives of patients approaching the end-of-life: A systematic review of qualitative evidence. Palliative medicine. Hofmeyer, A., & Ruth, T. (2021). Strategies and resources for nurse leaders to use to lead with empathy and prudence so they understand and address sources of anxiety among nurses practicing in the era of COVID‐19. Journal of clinical nursing. Paltrinieri, N., Louise , C., & Genserik, R. (2019). Learning about risk: Machine learning for risk assessment. Safety science. Tang, K. N. (2019). Change Management. Leadership and change management.
Change Management Communication Plan and Continuity Strategies Scenario You are an HR consultant, contracted by the VP of an LLC in Wilmington, Delaware, to solve their internal challenges. This U.S.
Running head: Change Readiness Audit 0 Change Readiness and Needs Assessment Audit for US, LLC Name MBA 687 Dr. University Date Change Readiness and Needs Assessment Audit for US, LLC Executive Summary This report aims to carry out an improvement readiness or needs audit for a Singaporean software solutions vendor’s American branch. The United States branch experienced several issues, such as exhaustion and disengagement among workers, contradictory leadership signals, poor communication, and no training. The report will address concerns over the labor force’s and leadership’s preparedness for transformation, staff members’ trust in change management techniques, ways to improve change trust or readiness at the United States branch, and cultural factors that might have made it challenging for staff members to adapt to the standard operating procedures (SOP) of the Singaporean the primary office. Visual analysis of areas in need of change Appraisal, job-role stagnation, and promotion or recognition Apathy or disinterest regarding the vision, mission, and values of the organization [V Lack of trust in managers, especially senior leaders Impressions about the organization’s attitude to inclusion and diversity Justification of data points The selection of data Is due to the issues recognized in the scenario. Employee Confidence in change management practices Employee Confidence in company leadership Some information about workers’ confidence in strategies for managing change may be found in the Leaders’ Self-Evaluations and the Employee Engagement Survey. According to the survey results, workers have little confidence in the leadership team, which may indicate less faith in change management methods. The Leaders’ Self-Evaluations may reveal further details on the management team’s self-assurance in their capacity to manage the transition successfully. The urgency for change at employee and leadership levels The case’s challenges highlight how urgent change is at the management and staff levels. As an outcome of these problems, low morale among staff members may make it more difficult for the United States branch to effectively execute the CEO’s plan to continue expanding the market there. Middle managers must foster an adoption mindset to close the communication gap between senior executives and frontline employees. They can assist in conveying the vision, offering training, and ensuring uniform policies and procedures. However, the middle managers’ readiness to own the suggested adjustment is not yet apparent. Team leads role in creating a change mindset The middle managers can create an adoption mindset by creating a positive team atmosphere and being open, honest, and transparent. Managers as a bridge Managers could serve as a bridge between the senior leaders and the frontline staff by effectively communicating information from the above. Readiness to take ownership These leaders are ready to take ownership of the proposed change because they have surveyed to understand their employees. Leadership Impact on change readiness Rigid leadership styles and unequal power distribution may affect employee readiness for change because they cannot voice or contribute. Opportunities to increase change readiness Effective communication of the suggested modifications, transparency regarding the intended results and consequences for work roles, and employee involvement in the change process are all necessary to combat various forms of resistance. A climate of transparency and inclusiveness must be established where workers can voice their feelings and worries without fear of rejection or retaliation and resolve peer-focused dissent (International Labour Organization, 2022). Differences in change acceptance Due to variations in values, attitudes, and personality, certain staff members might be more adaptable to transitions than others. Reasons for resistance to change The Forms of Resistance Grid can be used to explain the typical causes of resistance to change. According to the Exit Interviews, peer-focused dissent and ambivalence are two types of opposition that can exist at the American branch. Staff might exhibit conflicted emotions or attitudes toward the suggested adjustments. This is known as ambivalence (Lewis, 2019). This might result from unclear communication or comprehension of the change, a fear of the unforeseen, or an absence of clarity regarding how the change would influence their job functions. The opposition workers might display peer-focused dissent because they think their coworkers or peers do not favor shift (Lewis, 2019). As a result, there might be an impression of social influence or peer pressure that makes workers resent the idea of changing to fit in with their coworkers. Cultural barriers to change Considering cultural dimensions and the Cultural analysis model Hofstede’s model of cultural dimensions draws attention to cultural factors that might have made it challenging for the staff of the United States branch to adapt to the Singaporean headquarters’ SOPs. The approach emphasizes the value of considering cultural factors in the circumstances of the American branch and the Singaporean office. How cultural difference impact change initiatives Change management discontent or failure might originate from inconsistencies, in particular, Hofstede’s model dimensions. How cultural differences impact communication and business practice The two aspects of power distance and individualism impact the discrepancies in commercial practices and cross-cultural communication between Singaporean and American workers. Singaporean society is collectivistic, whereas American culture is quite individualistic. According to the power distance dimension, the Singaporean headquarters’ staff might be more hierarchical, resulting in a leadership style distinct from the American culture. Conclusion The difficulties that can develop when using change management techniques in a cross-cultural setting are highlighted by this scenario. It can be challenging to implement change when employees mistrust the leadership team’s capacity to manage it, together with opposition to change and power struggles. The US branch needs to improve employee involvement in the change process and communication to promote staff readiness for change and trustworthiness. When implementing change management practices, it’s also critical to consider cultural aspects like power distance and individualism. Leaders must foster an open, welcoming workplace where employees feel free to express their thoughts and concerns. References International Labour Organization. (2022). Greater progress on diversity and inclusion essential to rebuild productive and resilient workplaces. International Labour Organization. Lewis, L. (2019). Organizational Change; Creating Change Through Strategic Communication, 2nd Edition. Wiley Blackwell.

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