ORGANISATIONAL DEVELOPMENT PLAN TEMPLATE
(Change Management Project Name)
Project name: Bounce fitness development plan
Prepared by: XXX
Date: XXX
TABLE OF CONTENTS
1. INTRODUCTION
2. ORGNISATIONAL DEVELOPMENT SCOPE: OVERVIEW
3. COMMUNICATION OBJECTIVES
4. TRAINING OBJECTIVES
5. ORGANISATIONAL CHANGE MANAGEMENT: APPROACH AND RESOURCES
1. INTRODUCTION
This is where you discuss the reasons, advantages and disadvantages of the current situation. Discuss the factors that have shown that organisational development is needed.
a.
b.
c.
Discuss the advantages of conducting this organisational development, the necessity for clear planning and how this can minimise the impact of the disadvantages of the current situation.
Discuss briefly how resistance and reluctance to change will be managed.
2. ORGANISATIONAL DEVELOPMENT SCOPE – OVERVIEW
This section can be brief. It provides an overview of the topics that will be covered in the main body of the plan.
a. Stakeholder Management
Who will be affected by the business process and technology changes?
Discuss the support you expect from each of the stakeholders, and how great their influence is on the organisation. Discuss your plan for building greater support among those with the most influence.
How much to the stakeholders’ currently know about the project and how much do you want them to know? They need to have an accurate understanding of the goals and anticipated impact of the project.
Who are the supporters and who are the challengers to implementing the project?
How will you engage stakeholders to participate and to both advocate and facilitate the changes?
This information could be written in an essay or report format or placed in a table such as…
|
Stakeholder Name |
Awareness (H/M/L) |
Degree of support |
Influence (H/M/L) |
Plan |
b. Communication
Without timely, high quality and well-planned information provided to all stakeholders there is no way to succeed. Listen and hearing from stakeholders is essential too. How will you solicit feedback and then respond constructively?
Describe stakeholder groups including senior management, end-users, sponsor etc. Develop a communication plan that specifies who will get:
What information
At what time
In what format
Through what means of delivery
Discuss how you will attain and monitor feedback
Discuss how you will respond constructively
Discuss how you will record lessons learned and use them to improve.
c. Training
The education plan is the roadmap for the training activities. It needs to be tailored to the needs of the user, well understood and effective. Discuss how you will:
Learn and understand the training needs of each stakeholder group?
Develop targeted training activities?
Deliver content by the appropriate method?
d. Stakeholder Objectives
You need to know what is important to the stakeholders that you identified earlier so you can answer their questions and concerns to gain support. You will be better prepared to meet the challenges and obstacles if you are aware of them.
Describe how you will reach each stakeholder. What is the most effective method to use? Should you meet individuals or groups, conduct interviews, prepare surveys or websites?
Serious concerns or misunderstandings must be responded to promptly if you are to assist concerned stakeholders to see why the project is in their best interest.
This information could be written in an essay or report format or placed in a table such as…
|
Stakeholder Group |
Optimum Communication Channel |
Known Concerns:
Suspected basis for resistance (if any) |
Once you have the data, discuss the steps you will take. The detail of each step goes into the Communication Plan.
You will need to be persistent and creative to those who demonstrate continued resistance. Try very hard to make them aware of how the project works in their favour. Turn them into allies.
Plan to make management commitment to the project visible throughout the organisation.
This information could be written in an essay or report format or placed in a table such as…
| Name of Executive | Position | Proposed Supporting Actions |
If you are aware and understand where the resistance is coming from, you can enlist the support of others to mitigate this. Who can you enlist to alert you to resistance?
| Name | Division/Department | Contact Information |
3. Communication Objectives
The key to organisational development is effective and strategic communication. Talk to stakeholders to discover what they require. Using this information you can then design an effective formal Communication Plan. Ensure that you consider and incorporate every means of sharing information possible.
Your Communication must:
Identify the key stakeholders
Identify the best format and means of communication that is of most value to stakeholders
Describes the purpose, timing, location and attendees for regular meetings
Describes the means of communication that will be used and whether any preparation is necessary to put them in place
Describes the specific steps that the project team and Stakeholders can take to keep everyone who will be impacted by the project well informed
4. Training Objectives
Training is a crucial component of your organisational development Plan and more so if there are changes to the business process or new skills will be required. Employees must be prepared and trained before they are required to perform. Ensure that you:
Examine the organisational policies and procedures to determine if any modifications are required.
Clearly understand where individual jobs and workflow will be impacted and ensure that focused training is conducted.
Record specific training needs and information about the training materials and facilities that you will use
Prepare your material. You may be able to present the same information but in different ways for different stakeholder groups. Arrange for good trainers.
After the implementation there may still be a need for further training. Develop a plan for the training support that may be required as new employees come into the organisation, or as existing employees change jobs.
Describe the changes that will need to be made to workflow, procedures and policies. Discuss how you will address this need. It may be easier to list the changes in steps which you would list here.
-
Perform and Analyse the Results of a Job/Workflow Impact Analysis
What changes do you expect to see? How will you measure and manage this? Describe how they will impact on the organisation and its people.
You may choose to continue … “The employee information listed below will be used in all future training plans:
| Name | Position | Position Task – Workflow Task | Skill Required | Skill Exists? | Type of Training Required |
b. Provide the Organisation with Information Necessary to Prepare for Upcoming Changes
Earlier you reviewed the policies and procedures of the organisation that will be impacted by the change. Now look at the departments or units within the organisation and consider the impact of the change on the policies and procedures relating to each.
Once you have identified the policies and procedures that will change, list them and provide a checklist of the changes that will be needed to be made to each in terms of the organisational unit.
Help the organisational units to develop plans to adapt to the changes.
You may choose to continue … “A summary of policy and procedure changes that this new system will require is provided in the following table
| Policy/Procedure | Type of Change Required | Suggested Plan |
- Develop Curriculum and Content
Discuss the training programs that were used, the advantages of each, what information they provided, what training materials and content were required for each group. Discuss the training venues, delivery, presentations, experience.
You may choose to continue … “The following tables summarise the key information that the training team has collected as part of their training planning program …
| Stakeholder group | Type of training required | Optimum setting | Delivery method | Suggested job aids |
| Training documents | Authors | Reviewers |
| Training facility | Stakeholder Group(s) | Type of training | Date |
- Post-Implementation Steps
What support will you provide after the training, how will it be accessed and implemented.
You may choose to continue … “Members of the support group are listed in the table that follows:
| Department/Division | Support staff name | Support period |
5. Organisational Change Management: Approach and Resources
Ideally, all of the change initiators and the new users should become Change Agents for the project.
Following are some of the tools identified for Organisational development to be effective in a large and complex implementation project. Review these tools with the project team. Select those that will provide the most benefit to your project and summarise how you intend to use them here.
Develop an Organisational development Plan (this Document).
Identify someone in each department or unit to act as the Communication Liaison. It is their responsibility to ensure that the project information is disseminated efficiently and in a timely manner.
| Liaison Name | Department | Contact Information |
Create a team who are responsible for identifying changes to the workload and planning issues in relation to the workforce. They can review the implementation and impact to ensure that employee skills and duties are equal or recommend training and development.
| Team member name | Department | Contact Information |
Develop a Risk Response Plan for Organisational Change (An example of a Risk Management Plan Template can be seen on the Precision Group simulated business, Bounce Fitness under Documents/Risk Management/Risk Management Plan Template.
Identify all sources of uncertainty in this Organisational Change project
Uncover and maximise opportunities to promote the change
Prioritise threats and develop response plans for those that pose true risk to the project
What means of communication will you use to inform those who will be affected of the benefits of the new system.
What face-to-face communication will there be and why are you undertaking it? You may choose to continue … “These meetings can:
And then bullet point what is expected to be achieved.
| Speaker | Target organisation | Type of presentation | Date (s) |
How have you arranged for potential users to be able to provide feedback, ask questions, etc?
What process will you provide that allows specific groups to request modifications to the existing project plan?
Provide trainers with full information about process issues and specific circumstances within each group they will train.
COMMUNICATIONS PLAN TEMPLATE
(Change Management Project Name)
Sponsor: XXX
Prepared by: XXX
Date: XXX
Version: XXX
TABLE OF CONTENTS
1. INTRODUCTION
BACKGROUND
STAKEHOLDER ANALYSIS
2. COMMUNICATION PLAN
COMMUNICATION OBJECTIVES
COMMUNICATION PLAN
ROUTINE COMMUNICATION
BUDGET COMMUNICATION
RISK AND ISSUES COMMUNICATION
SUMMARY OF OBJECTIVES AND KEYS TO COMMUNICATION
3. BUDGET
4. APPROVAL
1. Introduction
Background
In this section, fill in a summary of the project with which this communication plan is associated. List the relevant schedules and milestones here. Also, include information such as the budget as it affects the communications plan, and key partners in planning the project.
You also will want to include information such as competitors, media coverage, and political climate if any of these factors apply to your project.
This section should be concise. Just enough information will be covered here to get the point across.
Stakeholder Analysis
Here, you will insert your stakeholder analysis. Include the stakeholder analysis matrix as well as the full analysis of stakeholders. This section should be detailed.
2. Communication Plan
Communication Objectives
In this section, you will want to list the objectives of your communication plan. Do you want to increase collaboration? Do you need to keep investors informed? List and detail all goals in this section.
Communication Plan
Routine Communication
Here, you will discuss how your day-to-day communications will happen. Information in this section should include how to update status of tasks, communicate issues, and conduct meeting agenda items. Anything that would be within the ideal functioning of your project will be included here.
Budget Communication
This section will discuss how to keep relevant stakeholders informed as to the budget of the project vs. the actual cost of the project.
Risk and Issues Communication
In this section, you discuss the plan on how to communicate when things go wrong unexpectedly. Who needs to be informed? When? Where? How?
Summary of Objectives and Keys to Communication
Here you will list a summary of how your plan meets the objectives. You will also list key points of the communication plan.
3. Budget
In this section you will discuss factors including the percentage of the project budget that will be directed toward facilitating communication and what to do in cases of budget overage.
4. Approval
Document Approved by:
Date:
-
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