Supporting and Responding to Change in a Business Environment
When organisations or businesses go through the change process, each individual involved in the change process is responsible for effectively responding and getting involved in the process and supporting it in order for the change to happen without much negative consequences. For this, each individual should be able to identify the effects of change on one's own work and also identify the reasons for doing so. Individuals or teams involved in the implementation of the change process should occasionally review the effects of change on employees and processes and then record and analyse the outcomes.
Employees and employers should understand their own roles in responding to the change process. After the change process has taken place, it becomes a continuous phenomenon and individuals should adapt to the effects of changes on their own values and respond positively.
This is an NVQ unit at Level 2, with a credit value of 3. For ease of understanding and referencing, I have divided the unit into three parts and this is the third part.
- Understanding the causes and effects of change in a business environment
- Understanding one’s own role in supporting the colleagues and organisation with the change
- Understanding one’s own role on how to effectively respond to change.
2.6 Describe how to identify the effects of changes on own work and reasons for doing so
After the change process has been implemented, the effects of change need to be monitored in order to track performance before and after the change was implemented. There must be advantages of the new change process, which is why it was implemented in the first place, but in order to check if there are any, one needs to find ways of identifying the effects of changes on their own work.
Some ways in which the effects of change can be identified are:
- Observe for changes using statistical information, for example, organisation’s turn over, team performance reports, customer feedbacks, time taken to accomplish tasks, measure complexity of tasks, calculate costs, conduct meetings, discussions or supervisions to identify the effects of change, conduct surveys, etc.
- Compare statistics and other information before and after the change was implemented
- When it comes to different groups, teams or departments, they will all have a different impact as a result of the change and hence survey departments and teams separately.
- Check to see the advantages and disadvantages over past practices, and check to see if any key relationships are affected, if any practices are affected negatively, if any areas of the business are affected, if the structure of the business is affected and so on.
- Check to see how employees have responded or reacted to change and note them down for analysis purpose. This can be done by having meetings, one-to-one discussions, taking feedbacks, questionnaires, etc.
- Keep a check on the skills gained through the change process.
- Carry out assessments on processes on which change was implemented and compare the results before and after change.
The reasons for identifying the effects of change are:
- It will help to decide whether new resources, tools and training are required.
- It will help to explore new ideas and identify and sort out any problems that may have budded as a result of change.
- It helps to gather detailed information about the effects of change.
- Helps with statistical analysis and enables forecasting the future of the business.
- It helps to review the effects of change on employees, customers, departments and the organisation as a whole.
2.7 Explain the purpose of reviewing the effects of changes on people, processes and outcomes
Once information on the effects of change are identified, this data can be used to review the effects of change on people, departments, processes, and so on.
The purpose of reviewing the effects of changes on people, processes and outcomes are,
- Staff, teams and departments will want to know how they are performing as individuals, as teams and as an organisation after the change was implemented. Reviewing and producing the effects can help them to rectify errors, and take steps to perform even better next time.
- It helps everyone to work with dedication and involvement; it helps them to decide on timeframes, quality, costs, quantity, training needs, staff numbers, etc.
- It gives people a view of what is expected, what more needs to be done, and make changes and corrections accordingly.
- It helps staff and departments to provide and take help whenever necessary, and they also know who to contact during those times of need.
- Reviewing constantly by identifying the effects of change can give rise to exceptional performance of teams, individuals and organisations.
- It helps to clear uncertainties.
- You can monitor the progress and track to see if the change has yielded positive or negative results.
- You can keep a track on all the problems that may arise and reviewing will also help you track to see if the business is going in the right anticipated direction. It also helps to move the business up to the next levels depending on outcomes and performance.
- Reviews help to keep up with the changing technologies and implement new innovative and creative ideas. You can clarify any obstacles that prevent the business from moving forward.
- You can assess the effects of change, how huge the change is, how many people are affected and if the change is gradual or radical.
- It can help identify and evaluate success and failures and will help make improvements in the next process.
2.8 Describe ways of reviewing the effects of changes on people, processes and outcomes
Reviewing the effects of change on people, processes and outcomes is a very important aspect of business when changes are implemented.
There are many ways in which effects of changes can be reviewed and a few of those are:
- Conduct meetings, group discussions, brainstorming sessions and one-to-one meetings to gather updates, performances, problems, statistics and other information.
- Collate updated information frequently and communicate them with everyone involved.
- Communicate achievements, reward and provide recognition for success and celebrate them so that employees, teams and departments are motivated to perform better.
- Conduct reviews and supervisions to ensure that people are trained and have the necessary skills.
- Give and receive feedback to find out how employees are contributing and accepting or not to the change process.
3. Understand Own Role in Responding to Change
3.1 Explain the purpose of change as part of a process of continuous improvement
Changes are introduced in a business in order to gain positive outcomes, like increasing profit, improving customer service, improving employee benefits, keep up with the changing world and technologies available, to stand out in the competitive business platform and many more reasons, depending on the situation of each organisation. Change is not a one time or one off process, but it will be an ongoing effort to improve the services provided, products delivered, the processes within the organisation or department, ways of working, relationships with customers, suppliers, partnership organisations, etc. Change is something that is implemented to achieve the organisation’s goal and beyond and hence it is a continuous process that is implemented whenever needed for continuous improvement and development of the organisation.
So analysis, review and implementing change is an ongoing process for the continuous improvement of the organisation. It makes the organisation more competent. Change has to be made continuously as small improvements to the business rather than waiting for problems to occur and make huge changes all at once.
As feedback is received, they should be analysed and the change must be implemented. This will help with smooth functioning of the business.
Applying frequent small changes will not have a huge serious effect on the budget. Employees should frequently look at ways to improve their performance and skills and be ready to accept and respond to changes as and when they occur.
The continuous improvement process keeps the teams together and helps the members to work together towards any necessary goals.
3.2 Explain the possible effects of changes on own values
While changes happen in the business environment, in the teams and in departments, these changes have some possible effects on one’s own values. People develop more skills like, communication skills, team spirit, team building skills, interpersonal skills and many more.
Let us look at some of the possible effects that change has on one’s own values:
- Good and strong connections are developed between the employee and the employer when there are genuine contributions from both parts while working on the change process. This also applies to various other working aspects in the business. These connections will lay foundations for many possibilities for the employee to grow and progress in the company and will also help the company be productive as a result of the contribution from that employee.
- When employees work by valuing the ethics of the organisation (that are positive and give credit), the loyalty towards the organisation and respect for the organisation increases. When changes give positive results, employees become more enthusiastic and devoted to their work and dedicated to the organisation. This improves their personal skills.
- When changes help in improving the organisation’s standards and the employees’ standards, it helps in building mutual trust and commitment between the organisation and the employees and with customers.
- Helps with self-worth or self understanding, can do attitude, have an insight on issues.
- Builds team working skills, helps build relationships with the colleagues, teams and department, understand the importance and purpose of team work.
- You become committed and passionate about the work you do, you respect organisational values and culture and respect differences.
- Supporting diversity and learn things from different perspectives.
- More driven to achieve results.
- Learn to adapt to changes.
- Help and inspire others.
Managing Change in the Workplace
3.3 Explain the benefits of responding positively to changes
Some of the benefits of positively responding to changes are:
- Managing better and moving forward proactively.
- You identify the positive points and can set goals and then focus on them.
- Acquire new skills and knowledge that the change helped you to gain.
- Support colleagues and the team and get appreciated, may be even a career progression.
- You can grow as an individual, flourish.
- Increased productivity.
- Team cooperation and morale.
- Improved quality, flexibility to change.
“Change is inevitable. Change is constant.”
Note: A kind note for NVQ candidates; Please prepare your units relating them to the job and business/organisation that you work for. All the best!
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This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.
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