LEARNING TEAM CHANGE MANAGEMENT AND COMMUNICATION PLAN
LEARNING TEAM CHANGE MANAGEMENT AND COMMUNICATION PLAN
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Date Created: 11/16/15
Running head: COMMUNICATION PLAN 1 Communication Plan Name MGT/311 – Organizational Development Date COMMUNICATION PLAN 2 Introduction This paper will help Riordan Manufacturing in creating a formal system for managing customer information, which will require all employees to use a single customer management system. The first part of the paper will require reviewing the intranet site of the company and checking information in various sections of the company. This will help in creating a change management plan which will include several important aspects including: recommendation of a strategy to implement changes over the next year and a description of the evaluation procedures after the change plan is implemented. The second part of the paper will refer to a communication plan for the proposed change, which will also cover various sections. Change Management Plan Riordan Manufacturing is an organization that operates its formal structure as a hierarchy. Each department has a manager and the managers answer to a higher up manager, which ultimately each department reports to the president and CEO, Dr. Michael Riordan. The hierarchy is set up as a matrix structure. Each department is made up of people who perform certain tasks. Each department has their own informal structures. These informal structures are created by building working relationships together. Riordan encourages each employee to report any issues that he/she may have directly to his/her supervisor. This allows each employee, as stated in Riordan Manufacturing’s Employee Handbook, “Our experience has shown that when employees deal openly and directly with management, the work environment can be excellent, communications can be clear and attitudes can be positive.” By opening the door to open communication with all management it improves COMMUNICATION PLAN 3 employee behavior because he/she is able to express his/her beliefs and concerns. When employees are encouraged to express themselves freely is improves the commitment to the organization and improves job satisfaction. Even though Riordan Manufacturing wants to implement a new customer management system, Riordan Manufacturing should continue to follow the matrix structure that they currently have in place. By installing the new customer management system will allow every location to be able to review the information for each customer no matter what location they would be at. Keeping the current matrix structure will allow and continue to improve team efforts to produce the full work load that is expected of each department. Riordan Manufacturing is a plastics manufacture company that employs well over 500 people. They have companies located in Albany, Georgia, Pontiac Michigan, Hangzhou, China, and San Jose, California which is where there corporate headquarters is located. Riordan products include plastic beverage containers, custom plastic parts, and plastic fan parts. There major customers are automotive and aircraft part manufactures, Department of Defense, beverage and bottlers makers, and appliance manufactures. In order for this company to continue it has to implement good and positive employee behavior. Employee behavior influence the way they perform and respond to their work, managers, and customers. The corporate culture at Riordan includes fairness, trust, dedication, have an innovative and team work environment, disability accommodations, performance evaluations, employee benefits such as 401K, dental, educational assistance, health and life insurance, respect holidays, honor vacations, help with child care, and workers compensation insurance. Riordan appears to be a manufacturing company that strives to be a solution for their customers instead of COMMUNICATION PLAN 4 being a challenge to their customers. Though this company maybe an excellent company they like any other manufacturer have problems that need to be addressed along with changes that may affect the company in order for the company to stay in the loop with current economy issues. Some employees cannot handle change and they can become resistant. Some ways/reasons employees resist change is due to the lack of awareness about the change, comfort, fear of not knowing, individual personal feelings, job security, peer pressure, conflicts, poor timing, and lack of trust. But, while the employees are being resistive, the managers are preparing to deal with the resistance and help employees deal with the change more effectively. Managers can implement the change by communicating clearly, being straightforward, and acknowledging their concerns along with acknowledging and respecting the employees. Managers can provide reinforces and support by allowing employees to meet with them one to one in regards to the change or the employee could benefit from some extra training. Managers could put the resistive employees with someone who's already incorporating the change, so the employee that's not adapting will see a positive and managers can make sure they have set some goals to ensure the success of the change was well worth it and beneficial. Change is a component that requires constant and continuous quality of improvements. Over the months managers have to ensure that the change they put in place continue to grow and continue to remain effective. Managers can do this by implementing response to areas that are at risk, continue to communicate with their employees whether it's via telephone, email, person to person, texting, or memo. Safety measures will also continue to be maintained and improve, and as the economy change health care within the company could accommodate employee’s needs. COMMUNICATION PLAN 5 Staff and management attitudes will remain positive, involve your employees, care about their feelings, thoughts, ideas, continue to offer training sessions, set goals and objectives (rewarding the employees may be a plus), and promote motivation in which this will allow the employees to be more committed. Managers can evaluate success by seeing how the company changes that went into effect is up and running, company numbers/sales have not dropped, and employees are producing positive outcomes. To evaluate failure it will be the total opposite, but what would it be to evaluate. If the company is failing or have not seen any progress then they need to put forth another change. Communication Plan When change is presented in the workplace it can also bring resistance from employees. This resistance originates from a change in habits, fear of the unknown, a decline in a sense of security, or even a threat to relationships to name a few. When forming a communication to employees, management should attempt to educate about the change and reach as many workers as possible. Doing so will likely decrease the resistance from employees and allow acceptance of the change. Management should select a form of communication to express management change at Riordan Manufacturing that will reach all employees with the same message. In this case the most effective way to reach the most employees is to use a combination of a memo and email. In these communications, managers should state why the change is necessary, what the change will bring to the organization, and create a new vision. Explaining the change to employees will educate them on why the change needs to be made and give them insight into the unknown. The COMMUNICATION PLAN 6 new management vision will help create organizational culture that employees can buy into. Using a memo and email is the most effective way to communicate the change to the employees. This method also allows for the same message to be sent. The message being sent is important so that employees are not receiving different information about the change. When sending the communication to employees, some barriers may arise. Some employees may not read the communication which will cause them to be uninformed. Managers will have to follow up with front line supervisors to ensure that all employees have read the communication. A read receipt can also be attached to the email to ensure that employees are receiving the email. The message found in the communication should also facilitate the change in a positive manor. Some employees may take the message as a negative change which will increase resistance. Team meetings should be held so that supervisors can go over the material found in the memo and email. These meetings will allow supervisors to address any questions about the change and put the employees at ease. Communicating change is an important method used to allow for the transition to be completed smoothly and maintain employee morale. Communicating change in the workplace is necessary to decrease resistance among workers. This communication should attempt to educate employees about the change to help put the workers at ease. This message should be developed in a way to reach all employees with the same message so that all employees are getting the same information. Communicating change in an effective manor will likely increase acceptance of change and keep the organizational culture intact. Email and Memo Message Valued Employees of Riordan Manufacturing: COMMUNICATION PLAN 7 The company has decided to implement a customer management system that will allow you to easily track our customers. Management understands that we have put great responsibility on you to manager customer information and want to give you the tools to perform this task more effectively. This information can be better more efficient if we keep it in a uniformed format and stored in a central location. By implementing this system we are enabling the information to be readily available to all employees and will eliminate any need for extensive searching. We recognize that information, when not stored properly will get lost, and we do not want to jeopardize the customer relationships that you have worked so diligently to maintain. Formal training will be provided to all employees before implementation. Our goal is to make sure that you are comfortable using the new program before it is put into use. We have developed a formal training schedule for next week to ensure everyone has had time to visualize, operate, and understand the program. We expect that this can be implemented on Monday January 30 2012. Management understands that learning new system is a challenging task, but we are confident you will see the benefit of this new program. We thank you all for your patience and cooperation. Please reach out to your immediate supervisor with any questions or concerns. Thank You, Riordan Manufacturing Management Conclusion The paper has helped in creating a change management plan for Riordan Manufacturing by determining formal and informal power structures of the organization and the way this power COMMUNICATION PLAN 8 along with the political structure of the company has an impact on the behavior of the employee. It has also identified appropriate organizational structures for this company that will support in accomplishing the change. The paper has then referred to the company’s culture by identify its characteristics, as well as the possible influence of this culture on the behavior of the employee. Riordan should consider implement the specified changes that are included in the change management plan and they should also implement the communication plan that will help follow the change plan efficiently. COMMUNICATION PLAN 9 Reference Riordan Manufacturing Organization Employee Handbook. (2004). Retrieved from https://ecampus.phoenix.edu/secure/aapd/cist/vop/Business/Riordan/HR/Riordan %20Manufacturing%20Employee%20Handbook.pdf COMMUNICATION PLAN 10
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