Respond to Change in a Business Environment - Role in Supporting Change
When change happens in a business environment, it affects the employees, the business and its customers. Care needs to be taken to provide as much support as possible to people in all areas of the business / organisation, so that the change is effective and successful and also for everyone involved to work without much pressure.
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 second 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.
Please follow the link below for the first part of this Unit.
Please follow the link below for the next part of this unit.
We will now look at "Understanding one’s own role in supporting the colleagues and organisation with the change."
2. Understand own role in supporting change
2.1 Describe ways in which individuals can support change in a business environment
When changes take place in organisations, be it a restructuring or cost cutting or downsizing, etc., it takes time for employees, teams and even the organisation to adjust and stabilise according to the new implementations. This can be quite challenging and has to be dealt with as best as it could be. During this period the teams, individuals, departments and even the organisation need support.
Let us look at some of the ways in which individuals can support change in a business environment.
- First and foremost, communication is very important. All changes need to be communicated across to relevant people and departments including the reasons and outcomes, in order for them to prepare for the change and to prepare for handling the change.
- Individuals who are involved in making these changes should get other people involved and take their ideas into consideration and this can help make successful changes.
- Be accountable for each other and support each other and the departments to cope through the change and adapt to it successfully.
- Work together and stay positive, also encouraging and helping others with the tasks. Working and helping each other as a team will help to share and gain knowledge and understanding and this will help with a smoother and easier transition.
- Stay motivated and motivate others too. Stay positive with the thought that there is a solution for every problem and that every change is important and it is going to bring in positive results.
- Ask for help when needed and provide support and help when needed.
- Arrange, advise or ask for the changes to be introduced gradually if possible so that chaos can be avoided. Not everyone adapts easily and quickly, but different people respond differently to changes. So introducing change gradually and providing step by step procedures will help
- Provide support to people who are overwhelmed or anxious and are finding it difficult to cope about the change process. Listen to their concerns and act accordingly. Ask if there is anything more you can do to help.
- Provide workshops and trainings wherever and whenever possible. Provide assurance to people that you are there to help and that you understand the difficult and challenging phase they are going through.
- Be a role model and set yourself as an example. Try to ease off the job pressure as stress can affect the person’s professional and personal life.
2.2 Explain the purpose and benefits of contributing to planning for change
When planning for change, sometimes people from all levels of hierarchy in the organisation are involved in the process and the implementation is based on ideas collected from everyone. There are some benefits and purpose of contributing to planning for the change.
Some of them are:
- It improves the commitment of the contributor or the people involved
- It makes one feel part of the change process and hence the people involved will do their best to make the change successful.
- It gives the contributor an idea of what the change is and helps them to foresee the outcomes.
- It helps the contributor to clearly communicate the change with relevant people.
- It helps one to prepare / plan and prepare others for the upcoming change process.
- It helps one improve their skills and progress up the career ladder.
- You will be a role model for the changed organisation and will take part in helping other employees perform better.
- You being a contributor will be a motivator and supporter.
- By contributing you are opening doors for yourself towards a career progression.
- You are able to help monitor the effects of change and review them because you were one of the contributors.
- You become a better communicator and gain the confidence of fellow colleagues.
- It helps you grow as a better professional.
2.3 Explain how individuals can prepare for changes within a business environment and in ways of working
Be part of the planning and execution process, so that you know why the change is happening, what is changing and how this change is going to be handled / implemented
Assess and categorise the changes that can be taken into control and the ones that cannot be and this will help to face challenges and deal with any problems and difficulties.
Note down the positive and negative outcomes that you think will take place as a result of the change so that you can make plans to deal with them.
Note down the change procedure and understand it. Clarify any doubts regarding the change. Work on the skills and knowledge necessary to adapt to the change. Be confident, flexible and willing.
Keep a note of how the change will affect the organisation, departments, teams and individuals. Lay plans for support.
Plan things well ahead and be prepared for the change. No organisation will just implement changes overnight, instead, they will keep employees updated of all the changes that will be taking place and how it will affect anything related including employees. So planning is vital.
“If you fail to plan, you’re planning to fail.”
One needs to keep in mind that the world is constantly changing, technology is changing, everything keeps changing all the time and hence to keep up with all the changes, the organisation must change for it to last or survive.
A team can be formed that has members who are thorough with the new change process so that people who are struggling or have issues can approach this team to get their difficulties and problems resolved.
2.4 Describe the types of support that people need during change
When change is implemented in an organisation, people will take time to adapt to the new changes and this time varies with individuals. During this period, employees will expect to be supported all through the change process.
Some types of support that people need during the change process can be,
- Guidance about the change process
- Thorough knowledge and understanding about the change process
- Communication and regular updates
- Appreciation of work or recognition of work after the change was implemented.
- Constant feedback and relevant training and workshops for the employees who require it.
- Hold consultations and take ideas and opinions from employees.
- Emotional and professional support for people who are in need.
2.5 Explain the benefits of good communication with others and accurate information during change
Good communication is effective and it is very important for an organisation’s, department’s or team’s success. It helps the organisation or the team function efficiently, especially when there is a change happening for some reason in the organisation or part of the organisation.
“No amount of communication is too much, and more is better.”
Change Management and Employee Communication Best Practice
There are various benefits of good communication with others during change. While maintaining good communication, it is also important that accurate information is communicated at all times during the change process.
Some benefits of good communication and communicating accurate information with others are:
- It helps the change to be productive and hence brings in more profit to the organisation and benefits to its employees.
- Good communication and accurate information saves time; time is not wasted in repeating or interpreting things over and over again. It stops people from doing the wrong thing, thereby saving time and money.
- The members involved feel motivated, are more productive and encouraged when communication is good and they are satisfied that they can approach for help and advice. They feel that they are valued and respected and know that they can trust the management and the organisation.
- The members involved and the organisation have a better understanding of the change and themselves and this helps with efficient implementation of change.
- Credibility with colleagues increases and statistical information and anything related to the change process are accurate.
For the first part to this unit, please follow the link below.
For the next part of this unit, please follow the link below.
Note: A kind note for NVQ candidates; this is only for reference and should not be reproduced. Please prepare your units relating them to the job and business/organisation that you work for. All the best!
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