Implementing Change Management Process for Epic Video - Case Study Example

Implement Change Management Process Name Institution Course Date Executive Summary Change management process involves a number of stages that involves the application of change plan for organisational effectiveness. This report will cover the change management process for Epic Video. It highlights the change needed to be done by the company in order to overcome the challenges it faces. The report will also detail out the change approaches and implementation strategies for Epic Video. Effective implementation strategies will enable the change process to run smoothly and will involve communication plan, training plan and resistance elimination plan etc. In addition, the report will cover the review of the change process by Epic Video in order to determine its success in eliminating challenges and enhancing effectiveness. Contents Executive Summary 2 Contents 3 Introduction 4 Identification of the Change 4 Technological Requirements 5 The Change Approach 5 Implementation Strategies 6 Implementation Packages 7 Review Change Strategy 8 Conclusion 9 References 10 Introduction Change management process involves the steps followed by teams and project leaders in applying change plan in order to bring about transition and meet the envisioned outcomes (Hornstein, 2008). Many factors trigger the need for change in an organisation. Organisational change entails change of strategies, operations and structures for the purpose of boosting organisational effectiveness (Hornstein, 2008). Epic Video has undergone some challenges when it comes to centralizing its monitoring process. For this reason, there are some changes that need to be implemented in the company to ensure there is smooth running of activities. This report will highlight the change required and the technological requirements of the change initiative. It will also describe the change approach, the implementation strategy to be used by Epic Video and the review of the change process. Identification of the Change Epic Video has for a long time relied on the managers to make modifications to the database software in order to improve the ministering process. This has reduced the amount of capital that would otherwise be used to hire software developers. However, the modifications done by these managers may have the potential to affect the operations of the company. Due to this reason, there is a need for change. The type of change required is system change that entails an effective way of modifying the database system to ensure that the owner and managers can centrally monitor activities in every store. There is a need for the operational modification of database software. This will be beneficial Epic Video as it will allow live reporting of each store. For this change to be possible there are many transitions that need to take place in the company. For instance, there is need for mind shift, organisational readiness and new ways of thinking. Technological Requirements The change needed by Epic Video is accompanied by various technological requirements that will satisfy the monitoring system (Hornstein, 2008). These include having a data collector as well as a CMS system. Data collectors enable the system to gather information from various servers which also takes care of collection groups which particularize the information to be collected. It therefore conveys information to the central database known as Management Data Warehouse (MDW). These data collectors should offer a platform which gathers sets as well as reports which can be customized in the need arises (Hornstein, 2008). Furthermore, the system also requires a Databank Information System which will take care of observing, categorizing as well as storing whatever type of data which has the potential to being useful to the company. The kinds of data that might be analysed by such a system includes the number of stores, average store size, production per store, total extension salary cost as well as other expenses for each store to name a few. Another technological requirement includes Central Management Systems which allows one to run throughout the collection of circumstances for monitoring. The Change Approach In designing the change approach, Epic Video should identify the roles of the stakeholders, barriers of resistance and the roles of the change management teams. Epic Video should implement a change approach that will ensure there is collaboration between change team, managers and change leaders. Change approach should involve the identification of the resistance to change (Sirkin, Perry and Alan, 2005). Resistance to change in organisations is seen to occur as a result of personal experiences and evaluation with regard to the reliability of others. Normally, efforts are put to alter these factors for the purpose of wining support and overcoming resistance (Sirkin, Perry and Alan, 2005). In overcoming the resistance to change, the change agents have some work to do (Chapma, 2014). In the modification of the database system for Epic Video, there are many approaches to be used to reduce employee resistance and enhance effectiveness. In the change process, there is need to identify the level of participation of the stakeholders. The change process will impact stakeholders such as the employees, management, partners and shareholders. The drivers of the change process include the sponsors group. They will be expected to lead the implementation process by allocating resources and manpower. The advocates of the change plan are the managers who will facilitate the entire process through support and their ability to influence others (Chapma, 2014). Active participators will be the employees who are directly influenced by the change plan. They will be directly involved in the change process. For the change to be successful, the company will have to appoint a change management team responsible for implementation of change. The change management team should have outstanding communication skills, be committed and have a good knowledge of the business. Implementation Strategies The implementation strategy for Epic Video will involve communication plan, training plan, resistance plan etc. Employees and managers in the company do not have the necessary skills needed in the change process. Therefore, they need to be trained in order to ensure that they have knowledge involved in the operational modification of the database system. The employees of the company need to undergo software training before the change is implemented which will be funded by the company. In addition, communication is important in the in the change process. An important training method to be used by Epic Video is Communication skills Training. Being an effective and efficient communicator takes time. Good communication need to be developed through an on-going training of employees (Chapma, 2014). In order for the change process to be effective, employees and change management team need to communicate well. The reporting protocol for the change project will involve team leaders who will be responsible of rolling out of communication to the project team. Communication of the change process should include all the stakeholders including sponsors, employees and partners (Dinsmore and Cooke-Davies, 2006). In addition, resistance to change should be identified through the gathering of feedback from the employees. In order to reduce resistance, all the employees and other stakeholders should undergo on-going coaching and training and consequences for not supporting the change process should be put in place. Implementation Packages Prior to enforcing the implementation of the project within the company, it should be ensured that the implementation runs as smooth as possible and also ensure that these activities are properly followed, checked off as well as effectively addressed (Chapma, 2014). Policies have to be checked off before they are implemented. Furthermore, the company has to come up with an effective communication plan which has to be addressed before implementing the project. In addition, checking off the training plan, training materials and recognizing the process owner have to be considered before the implementation within the project. Also, a reporting plan as well as a key performance indicator has to be addressed before releasing the implementation of the project within the company (Dinsmore and Cooke-Davies, 2006). They have to be checked and carefully followed before implementation of the project. Furthermore, organizational readiness assessment and an audit checklist have to be assessed and checked off before implementation of the project. The implementation package is as shown below. ACTIVITY YES NO Policy Audit Checklist Organizational Readiness Assessment Communication Plan Training Plan Training Materials Key Performance Indicator Review Change Strategy In order to conduct a monitor and review of the implemented strategy can be done through evaluating the results, enforcing corrective actions as well as celebrating success of the implementing strategies (Palmer, and Dunford, 2008). Therefore, collecting evidences to demonstrate the success of the implementation can be conducted through the following processes: gathering feedback from the employees of the company through either survey or anecdotal; conducting compliance audits regarding the latest processes which are inclusive of the systems as well as the job roles and reviewing subjects of resistance and at the same time work hand in hand with other sponsors as well as direct supervisors to function through any strategies (Palmer, and Dunford, 2008). In addition, in order to carry out a proper review comparison should be made between the prior systems and the current systems to be put in place. This would help evaluate the pros and cons that exist between the two systems and also help implement measures to improve the change (Palmer, and Dunford, 2008). Benchmarking is another way of reviewing the change strategies of Epic Video. The company can compare its performance as a result of the new change strategy which the performance of other organizations. This will enable the company to determine the effectiveness of the change process (Palmer, and Dunford, 2008). Conclusion Organisational change entails change of strategies, operations and structures in order to enhance organisational effectiveness. Epic Video need to undergo a change process in order to solve some of its operation challenges. The change involves the modification of the software database. For the change process to be effective, the change approaches to be taken into account by the company should include the training of the employees and putting up communication plan. Employees must undergo training in order to be able to handle the change that will take place and communication between the change leaders and the management team should be open and protocol should be maintained. In order to determine whether the new strategy is successful, a review of the change process should be carried out. References Chapma, A 2014, Change Management: Organisational and Personal Change Management, Process, Plan, Change Management and Business Development Tips. Retrieved 5th June 2016 from http://www.businessballs.com/changemanagement.htm Dinsmore, P. C and Cooke-Davies, T 2006, The Right Projects, Done Right, San Francisco, Jossey Bass, p. 144–145. Hornstein, H 2008, Using a Change Management Approach to Implement Programs, Ivey Business Journal, Retrieved 5th June 2016 from http://iveybusinessjournal.com/publication/using-a-change-management-approach-to-implement-it-programs/ Palmer, I and Dunford, R 2008, Organizational Change and the Importance of Embedded Assumptions, British Journal of Management, Vol. 19, S20–S32 (2008) DOI: 10.1111/j.1467-8551.2008.00568.x Sirkin, L., Perry, K and Alan, J 2005, “The Hard Side of Change Management,” Harvard Business Review. Read More