BSBINN601

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Assessment Task 1 Change Management Plan Part A – Research and analysis a. Review the information in the scenario provided above and analyse the company’s strategic objectives and identify the change needs. Make notes on your analysis for use in your plan as outlined below. Scenario information  Samson Media is the publisher of several upmarket fashion magazines  The readers of the magazines are mainly 35 - 54 years old women.  Readers have fallen in the last two years due to competition from other fashion magazines switching to digital media and a range of consumers.  There has been a 20% drop in profits and the share price has also fallen.  The success of this business was based on targeting low income groups and its publications focus primarily on sports and celebrity gossip. They were also successful because they were able to subdue their rivals with lower prices, capable of achieving a higher level of efficiency from a ruthless approach.  Amir and his team of managers have developed a strategic plan that includes the following objectives.  Up to 8% increase on capital within 2 years  Implement a transformational transformation of the company that will convert all journals to a digital format only.  Achieve cost efficiencies through reducing running costs  Transfer to a smaller office. It is intended that the new digital magazines will have the following features:  Focus on health and beauty, fashion and celebrity gossip.  Some free content but full access is available on a subscription basis only.  Additional costs available to customers in the form of video clips, podcasts and discussions are ongoing costs. All employees are full-time permanent employees and their total salary cost per year is $ 3,370,000.00. The cost of running the printing and distribution site, plus staffing costs, is currently around $ 1,500,000 per year. Current office rent is $ 500,000 per year.  It will also include the costs involved:  20,000 redundancy - anticipated cost is $ 300,000  Upskilling Staff - $ 100,000

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643  Consult with experts - $ 100,000  Communications in Transformation with Key Holders - $ 100,000  Office Transfer - $ 50,000 - $ 80,000. b. Review existing polices/practices at Samson Media against strategic objectives and the need for change and make notes identifying changes needed to use in your report. Identify if the change is required due to performance gaps, business opportunities or threats, or management decisions. Samson Media is required to start thinking about important changes to make the course of business more profitable and to comply with market demands. Therefore, they have to review the current key points and address the important changes required. • Published on the last Friday of every month with twelve issues throughout the year • Available in all supermarkets, news and newspapers across Australia • Samson Media magazine is trustworthy and reliable and offers its readers a lush and luxurious experience • TX Paper only supplier of the highest quality print paper; Paper must be ordered six months in advance • CMC Printing is the sole printing, binding and wrapping supplier • Employing the latest technology of CMC printing and promising to provide a minimum press of 5,000 copies; Printing cut-off dates are lenient and under the control of the printing manager Samson Media is using its own distribution site and is the only magazine distributor, and the only distributor that can be pulled out throughout the day to publish magazines before an agent is published. As the organization plans to move its services to online publishing, policies have to be made to cover operations, cyber processes and practices. The cyber contingency process includes: • Secure online access • Server failure backup • Admission Authority for the share of employees • Login requirements • Customer data privacy Before starting an online service, the organization must ensure that it continues to cover the same topics as they have been adding additional services from previous years, including: • Health and beauty • Fashion and celebrity gossip

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 • Create a formal case: The expression of a formal case for change and the creation of a written vision statement are invaluable opportunities to create or force leadership-team alignment. • Build Ownership: Involving people in identifying problems and devising solutions often creates ownership. • Communicate the message: Communication flows from the bottom and from the top and is targeted to provide the right information to employees at the right time and resolve their input and feedback. • Assess the cultural landscape: A thorough cultural diagnosis can assess organizational readiness for change, bring major problems to the surface, identify conflicts and define the factors that lead to leadership and resistance. Can identify and influence sources. • Address culture clearly: Leaders must be clear about the culture and underlying behaviors that will support the new way of doing business and seek opportunities to model and reward those behaviors. This requires a basic development, defining a clear end-state or desired culture, and preparing a detailed plan to make the transition. • Prepare for the unexpected: Managing change effectively requires constant reevaluation of its impact and the willingness and ability of the organization to adopt the next wave of change. • Talk to the person: Teams of individuals need to know how they work during and after the change program, what is expected of them, how they will be measured, and the success or failure in and around them What will be the meaning of Team leaders should be as honest and clear as possible. After the implementation of the change management plan, employees will have to follow a difficult process to work to adopt new changes. Change Management Strategy: • Email Campaign • Display Support Tools • Brown Bag Launch • Power-user network • Process Ownership • Stakeholder alignment • Classroom training

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 • Cascading Communications • Encouragement and recognition • Team building • Change the champion network • Organ redesign • Job Role Alignment • Conference room pilots • Video • E-learning module • Process Design Workshops • Executive Sponsorship The impact on change and best practice will remain positive as long as the above steps are taken to educate and inform everyone as necessary. This change is good because it will be based on meeting the needs of the organization. Samson analyzes the media's impact on organizational objectives according to magazine publication / online magazine readership trends and scenario information. A PESTLE analysis is performed to analyze the trends. PESTLE ANALYSIS - Online and magazine publishing Political The copyright and confidentiality of the material used should be carefully scrutinized before publication. There is not much political impact on the industry. Economic Customer income is a major factor, the spending habits of customers in digital media, intense competition in the market. • Increase in digital membership Social Samson Media will have to focus on one niche market - the suggested market is young people.

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Overall, it seems that the strategy of Samson Media Business is the trend of the current industry moving towards online and occupying more market share. Consider major operational change requirements and recommend order of priority. The requirements of change are according to order priority: To increase the return on capital by 8% within 2 years, Samson Media has to adopt the following:  Focus on health and beauty, fashion and celebrity gossip.  Some free content but full access is available on a subscription basis only.  Implement a transformational transformation of the company that will convert all journals to a digital format only.  Achieve cost efficiencies through reducing running costs  Transfer to a smaller office. It is intended that the new digital magazines will have the following features: e) You will need to identify your sources of information so that you have identified expert guidance on change management so make notes on all sources of information you identify and use. Sources of information used are from a number of different sources and include the following:  https://www.smartsheet.com/8-elements-effective-change-management-process  https://www.mindtools.com/pages/article/newPPM_87.htm  http://www.pulselearning.com/blog/6-steps-effective-organizational-change-management/  https://cmoe.com/blog/the-effects-of-organizational-change/  https://www.fairwork.gov.au/employee-entitlements/national-employment-standards

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Part B – Develop a change management plan Change Management Plan Template Project Name : - Samson Media is a popular publishing house. Stakeholders: - Key stakeholders will be employees, management and customers. Revision history: Samson Media is a popular publishing house, although in the era of digitization it is threatened by rivals 'fashion magazines and due to consumers' tendency to move to the digital medium. Therefore, new CEOs (Amir Johnson) have been appointed to bring a change management style to the publishing house and help the brand overcome losses. Some strategic goals in this regard are increasing the return to capital and incorporating more health, beauty and fashion-based content as well as turning it into a digital medium. Stakeholder approval Type of Change - Policy / Procedure / People / System The project aims to achieve cost efficiency through the transfer of the head office to a smaller office, restructuring the head office staff through shifting to a smaller core of permanent staff and contract employees and to customers through podcasts Additional features provided. , Video clip and discussion. • Increase in return on capital up to 8% within 2 years • Implement a transformational transformation of the company that will convert all journals to a digital format only. • Close the printing and distribution site. • Achieving cost efficiency through moving the main office to a smaller office. • Head office staff through a move to a smaller core of permanent employees and more contract employees. Resource requirements The company has recognized the elements in the change of plan and all elements will need to be considered in the relationship:

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Team adaptation 0.3 Low Minor financial loss. Short time scale to recover both financially and politically. minor 7 Follow the planning with the manager Customer adaptation 0.3 Low Organisation can recover from all dimensions of impact in one month. Minor 6 Follow the planning with the manager Cost of the service with high price 0.1 Insignifican t Minuscule loss low 2 Follow the planning with the manager Team adaptation 1 Extreme Organisation will need a minimum of 6 months to one-year time frame to recover from all dimensions of impact. Catastrophi c 27 Follow the planning with the manager Customer adaptation 0.3 low Insignificant loss. Budget can be recovered through simple tactics. low 1 Follow the planning with the manager Delays in delivery of outsourced products and services 0.1 Insignifican t Organisation can easily and quickly manoeuvre from all dimensions of impact. Minor 8 Follow the planning with the manager Delays in delivery of outsourced products and services 0.3 low Insignificant loss. Budget can be recovered through simple tactics. low 3 Follow the planning with the manager Remove organizational barriers to change.

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 • Samson Media has done a risk analysis and has prepared a development plan to remove any bottlenecks that will hinder change. The company has taken into account all its stakeholders. • Risk analysis will give an idea of the potential risk involved so communication will play an important role in the implementation of this change. Senior management will communicate change in a positive way. • The objective is to recover the lost revenue and deliver the team members from paper magazine to digital media. Implementation strategies The company has recognized the elements in the change of plan and all elements will need to be considered in the relationship: • People: All staff members will be informed about the organizational change and the involvement of each employee in the successful implementation of the plan. The company will provide training to employees to enhance their skills from print media to digital media. • Correctly filing all documents: Departments should ensure that they are properly documenting all oral conversations via an email and following appropriate response forms, training and meetings in a formal manner Huh. Documents should include strategies, plans and reviews. • Hierarchy and Organization Chart: The new positions will be defined in the company organization chart and each member will sign their job descriptions. For any new operations / procedures, training will be given. • Upgradation in technology / systems: The company has new ERP solutions that will cater to a larger size of customers. Appropriate stakeholders will be provided training on new systems to ensure adherence and awareness of new work that may be required from time to time. This may include subscriber-related customer data. • Status / Role: The details of all jobs will be revised for each employee and each employee will be trained to perform duties correctly and effectively. For successful implementation of the change, it is recommended: • Implement improvement initiatives about digital media, such as job descriptions, training and coaching. • Provide training about new processes, systems and digital marketing • Identify gaps and implement action plans • Provide product specific training (digital marketing) to provide maximum knowledge

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 All communications will be in a transparent manner to the appropriate stakeholders regarding ensuring acceptance among employees. 1. Succession of the scheme depends entirely on the cooperation of each employee and the company believes in teamwork. 2. The company will ensure job security to its employees, communicate the plan in a transparent manner and aims to be a market leader in the coming years. 3. Due to the major losses, management has put in place a strategic plan to keep the paper from digital to digital. It is a change in process and systems without affecting employees prominently. 4. All necessary quality and training support will be provided, this role is exclusive and authority specific. 5. The company is ready to contribute from each and every stakeholder to take it despite the losses faced by the company. Identify change elements Structure / Processes: The structure of the company will change as staff members will be moved from permanent to temporary employees, responsibilities and job descriptions will be revised and defined in Samson Media. Performance Measures / Deadlines:  KPIs are to be implemented for effective change and adherence to revised job responsibilities. In addition, timelines have to be defined to achieve the specific task.  All trainers and marketing managers will be trained first to advance the entire group of employees.  A change will be required and trained to implement the change. It is believed that this will increase the cost of the company. All stakeholders should be responsible for facilitating change using appropriate resources. Specialist Training: The Relevant company will have digital media specialists who provide relevant training. All the staff members of the printing department will be prepared for the digital process and add their knowledge. A timeframe in the development plan was shared with all employees. Impact on workload:  The job description that has been communicated will be reviewed to measure performance. Given the capabilities of each employee, the workload is divided equally and is position / role specific.

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643  The company has a development plan for each staff member to gain sufficient knowledge. Logic for Change Digital Marketing  May end up in niche market- ensuring that it remains comprehensive by monitoring the membership and extent of publication  Competition from brands specializing in digital magazine - Buyers cannot buy - may lose their revenue Include high quality content to neutralize the impact of stiff competition - Priority of risk 1  Incorporating new types of content for the magazine, it may not be liked by loyal customers - as customers will not engage with it and therefore there will be no brand recall, inform customers about new features so that they are ready - Risk Priority 2 Cost benefit analysis for change Implementation strategies that includes: The Action plan that details the activities, responsibility, resources and timeframe. The Action plan Actions Resource requirements Who When Performance Measures Review KPI’s monthly Statistics data CEO/Manager Monthly Number of subscriptions per week/month Reward system Money, gift coupons and badges Manager End of every month Looking into the number of employees receiving the reward through a fair system Site Cost analysis Finance data CEO Monthly Percentage of cost reduction post relocation Staff cost analysis Payroll HR manager Fortnightly Salary data Revenue Finance statistics CEO Monthly % increase in revenue as per goal of 8% return in 2 years ERP solutions Finance team Finance Manager 3 months Reports, implementation and reviews. Procurement Finance CEO/Manager 2 months Reports, reviews, goals Content Printing team Digital manager 30 days Weekly/fortnightly report The Communication plan

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 4. Upgrades in Technology / Systems: The company has new ERP solutions that will cater to a larger size of customers. Appropriate stakeholders will be provided training on new systems to ensure adherence and awareness of new work that may be required from time to time. This may include subscriber-related customer data. What training is required Who requires the training Expected outcome Trainer Timeframe An estimate costs of training Induction training New employees Staffs will know the policies and rules of change management policy HR department 1-week $1,000 Teambuilding Employees Team building is worth time and effort. Employees will learn how to build teamwork while working in a team HR department 8-weeks program $1,500 To enhance their skills from print media to digital media. All the staff members All the staff members will be communicated the about the organisational change taking place and each employee’s involvement in successful implementation of the plan. The company will provide trainings to the employees to enhance their skills from print media to digital media. Digital Media Experts 10-weeks program $2,000 Upgrade in Technology/systems Appropriate Stakeholder s The training on new systems will be provided to appropriate stakeholders to ensure adherence and awareness of new workings that may be required from time to time. This may involve customer data pertaining to subscriptions. Digital Media Experts 10-weeks program $2,000

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Proposed reporting protocols The HR manager should receive a copy of this report. Reporting element What will you report When to report To whom to report Status Objective alteration New objective outcomes First day of the week All staff members, stakeholders,an d employees Done Project management Delivery of project activities as per project plan for each stream -People -Process -Technology -Structure End of the day All staff members, stakeholders, and employees Done Stakeholder management Stakeholders engaged and comfortable with a current position End of the day All staff members, stakeholders, and employees Done Communication Communication plan activities on the agenda End of the day All staff members, stakeholders, and employees Done Education Education plan activities on the agenda End of the day All staff members, stakeholders, and employees Done Budget Project budget on target End of the day All staff members, stakeholders, and employees Done Cost benefits Cost benefits on track to be realized End of the day All staff members, stakeholders, and employees Done Risk management Risk management plan effectively managing risk End of the day All staff members, stakeholders, and employees Done

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Regards Alice

BSBINN601 Lead and Manage Organisational Change LEE NALL LAI MEI1643 Part D – Participate in change management plan meeting 1. A Change management review Samson Media Objectives: The change management objectives of the company are as follows: 1. Employees are satisfied with the information provided as part of the change management process. 2. Communication took place through several channels. Communication Activeties: A series of communication activities associated with the change process were conducted:  Weekly staff meeting  Newsletter updates via staff email  Employee Seminar  Employee training Survey: 1. Experience of the change management process : While management attempts to communicate and be as open as possible, I still fear the unknown. 2. Opposing Change: Not personally opposed to change. There is no point in resisting change 3. Because it is unavoidable : The best thing to do is to try to understand what it is and put yourself in the best position to achieve whatever needs to be done. 4. Communication : There needs to be an open line of communication from top to bottom. We get more information from rumors like we do from owners and this is something that is sad and not healthy. You need to give employees a general overview of what is going on. Recommendations