Change Management and Communcation Plan Essay

Change Management and Communication PlanAbstractRiordan Manufacturing has decided to make a change to company’s customer management system. The company does not currently have any formal system for managing their customer information and has traditionally left this up to individual employees. This new system will require all employees to use one customer management system. Your team is now working to help Riordan implement this planned change.

The team must come up with the best solution to implement the change is efficient and company continues to runs effectively.Section I: Change Management PlanChange in management can be a crucial factor to the corporation overall operating functions. When there has been a change in management you must have a control process in place for the purpose of duties and who is in charge of any prospect projects. When the company had decided to make a change scheduling and time is most important. It is important to understand when implementing a new change there comes risks and factors, but can be worked out with everyone remaining on the same page and understanding. To implement a new change in the organization goals, understanding, and dedication has to be met in a timely fashion. Employees must meet goals and deadlines to avoid losing their drive and focus which hurt the new process and any can feature systems that the organization is trying to implement.

Culture plays an important part in the change of the organization, having a culturally diverse organization brings different outlooks and ideas to the organization that allows everyone to play a part and sit down and see what works best for the corporation. Change within an organization can cause stress and chaos. Most organizations fail to implement change due to employee resistance; most people are not pro-change because they are set in their ways. High end companies that are constantly pushing change and following through will make an easier transition. Some of the major changes that take place in an organization are technology.Organizations that have the ability to adapt to technology and implement new technology to their employees will have the advantage with cutting edge technology The main area that’s most effected by organizational change is employees that has to adapt to the change. Customers are also effected which causes delays and due dates that were promised possibly pushed back.

When a change has been made it’s for the benefit of the organization for example management has found a better more effective way to get the work done while increasing things such as profit, value, and product while decreasing liabilities and losing to the competition. There is a vast list of things that can be effected by organizational changes some bigger than others but all changes play a role and has an effect within the corporation. Once again employee resistance is one of the most difficult situations for an organization that’s implementing change, it affects employees comfort zone and often times add stress to employees with just the basics of changes.

Human nature associate change with being negative and often times not supported with popular phrase like “If it’s not broken don’t fix it”. Employees may think I like how I do my job now I don’t see why we have to change. Employees are not accustomed to change and are set in their ways and not adaptable individuals.

Culture is also important to note with employee behavior which is something that can be evaluated during the hiring process with assessment testing for example to help determine before a person is hired. Assessments allow you to see if an individual best fits the organizations needs. Stock holders is another aspect that organizations have to consider when making changes, keeping investors happy can make or break an organization and at times its shareholders who influence change in an organization.Stock holders that are invested in the company will sometimes take a hit due to the lost of productivity and time lost to produce a product. Investor within the corporation has invested money in the corporation based of their overall lifespan as an organizations and how they are mass producing there product. Informal power is when the manager is not always the power person in the department for example. Looking at the employee files and demographics of the Riordan organization, the employee who works the hardest and or has the most influence should be the one who has the most power and or political power in the organization. Riordan is not an organization to operate on formal power, with some turnover rate and the equality of the employees who work there based on age and gender; it’s safe to say that power comes from the person with the best ideas and judgment.

The problem with Riordan organization is lack of motivation by employees, with Riordan locations in Pontiac Michigan, Georgia, Albany and Hangzhou China and headquarters in San Jose California, There is still a lack of strong management support and leadership that motivates employees. Rapid growth has caused issues that may affect organizational goals. Riordan organization change(s) are to implement one central customer management system, prior to this taken place each individual employee had the responsibility of managing customer information on their own with each customer they came in contact with. In order to implement this change in system these are ways to outline factors to help ensure continuous change. To measure employee motivation factors that help influence employees in a positive way, establishing career development plans that help with both personal and financial goals.

Look at alternate solutions and continue to analyze solutions, creating teams with prior risk assessments, to see how these teams have effect on impact goals of the organization. Optimal solutions which are having the organization continuous redesign motivational goals and systems that both benefit employees and the organization.These are different methods and outlines that can be used to help and ensure implementing any change in an organization. Riordan manufacturing has a culture that does not promote a culture of retention or mentoring.

As one reviews the turnover report, one would first notice the Pontiac, Michigan plant. This plant is losing as much as 13.2% of its employees every year.

Managerial leadership has a direct influence on employee behavior. To implement the new customer tracking tool, the way management manages will have to change. Riordan Manufacturing mangers must promote a system of growth and mentorship.

By developing this culture, employees will feel that the company holds the individuals needs in the highest regards. Like any organization, there will always be resistance to change. The first obstacle comes from the managers themselves.

Each manager has his or her own way of leading. As these employees have developed their leadership style, patterns of behavior developed. When implementing change, new patterns must be taught and reinforced before the change will become permanent.Although not a primary, some managers may have to be replaced to completely implement the strategy. The second obstacle will come from the employees. Like managers, each employee has his or her own way of communicating with customers. One way to diffuse this situation is ask for best practices from each employee.

Not every idea that employees may use to talk with a customer is a bad idea. Using these ideas in the new strategy will give employees a sense of ownership and facilitate change. The first step to implement the customer relations module would be a scrub of all employee records. Some employees may need developing before any change can happen. From there, the company would solicit information from each employee about his or her individual way of communicating with customers. Each employee, particularly those that have been with the company for extended periods of time, brings something to the table. Having their input will increase the willingness of employees to adopt a centralized customer management system. The third and final step would be establishing mile stones to implement the change slowly.

People generally accept change if the change is slow and they perceive the change to be beneficial.Section II: Communication PlanWhen communicating to a large group of employees there would be a couple of different channel of communication that would be useful. A Downward communication flow could be useful in this situation, and in this case. The first channel of communication would be through an e-mail. This would come from upper management to the direct supervisors of the crew. This would stop at this point, and it would change to a face to face. The direct supervisors of the crew members would communicate the wishes from the management to the employees.

A second way to communicate the changes that are being made is direct face to face from the management to the employees. The management would gather all employees in a meeting, or since there are quite a few employees the management would want to do a few different meeting to ensure all employees heard the message. The management would tell the employees all the details that pertain to the changes in company policy. The management could then open the floor at the end for any open question.When communicating any messages there are always going to be barriers, and with a large group the chances of the message being misinterpreted are evengreater. When sending e-mails, there is a chance the receiver does not understand what they are reading.

The e-mail itself might not be well formatted, or there might be a few acronyms the receiver does not know. There are ways around the barriers, but it does not mean it is foolproof. If the sender does not understand the message, then when they deliver the message face to face to the employees the employees might get confused about what the management wants. Also if the employees start asking questions then the supervisor will not have the correct answers. If the management is going to deliver the message face to face to the employees in a large group, then there is a great chance not everyone will be able to hear what the management is saying. If the employees do not understand the management they might ask other employees later, and if the employee who was asked has a misinterpretation of the message then they will not be able to communicate the message properly. Within a work environment there will sometimes have new changes that occur within the company. Therefore, there will be barriers that prevent effective communication due the employee’s emotions.

In addition, the employees that been in the company for a while might be hesitate about the changes and also might become unhappy with the changes. The best way to comfort the employees is to ensure the employees and it informs them why they are making these changes. Furthermore, another barrier that might occur is filtering. Therefore, when the message is deliver by management to the employees. Sometimes the manager or a new manager will not deliver the message in an effective way that might cause confusion and concerns. This is the reason why it is the manager job to deliver the message to the employees and the upper boss or management.

Therefore, when delivering the message to the upper boss the deliverer should have their manger present at the time they deliver the message to the upper boss. This is to avoid filtering. This approach is not one of the favorites that people like doing.

But this way to ensure that the message is delivers correctly to the employees. One of the last barriers that will occur is not always notice. Therefore, when the message is being receive by the employees some may have concerns or questions. They might not speak up because they will feel that their questions or concerns are not important, belittled or ignored. To avoid this issue is for the manager to listen tothe employees concerns and questions and to respond to them at a timely manner. Furthermore, the manager should follow up with the concerns and questions to ensure the employees that they are noticed and heard.

Employee Communication MessageDear Employees of Riordan Manufacturing:The company has recently taken a decision to put in place a system to better assist you in monitoring our clients. Our administration knows very well that you put great efforts together to manage client information and hence why we are providing you with the client administration method to better assist you in conducting your job in a more efficient way. By using this method we will be able to keep all client information in a more uniformed way along with saving it in a more secure location.

This method will also save you time by being able to easily access this information instead of having to search for it for longer periods of time. We understand that you have worked very carefully to maintain all these client information and hence why we are introducing this method to avoid any risk of losing them in the future. Our main goal is to make your job easier while maintaining high satisfaction. The administration will be providing you with detailed trainings before the launch of the method.

These trainings will start being scheduled as of November 1st, 2013. Our goal is to have this system up and running by January 1st of 2014. Regards,Riordan Manufacturing AdministrationConclusionThese strategies outline plan will play a vital part in the Riordan Manufacturing’s to make them successful with their new system and to put it in action. When changes or processes change there will be doubt and hesitation for the employees.

Therefore, management has to ensure the employees that the changes are going to affect the company in a positive way. In addition, if the employees trust their managers and the company will accept the changes at better terms. With these strategies it will ensure employees and have a smooth transition to the new changes. This will ensure the employees, boost morale, and also improve employee’s performances.ReferencesRobbins, S. P., & Judge, T. A.

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