Title of Assignment
ASSESSMENT 2
NR 630 TOPIC; HOW THE CHANGE MANAGEMENT TEAM WILL IMPLEMENT CHANGE SMOOTHLY AND EFFECTIVELY
QUESTION 1
RESPONSE AND REACTION OF FORMAL AND INFORMAL GROUPS TOWARDS CHANG
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Title of Assignment
ASSESSMENT 2
NR 630 TOPIC; HOW THE CHANGE MANAGEMENT TEAM WILL IMPLEMENT CHANGE SMOOTHLY AND EFFECTIVELY
QUESTION 1
RESPONSE AND REACTION OF FORMAL AND INFORMAL GROUPS TOWARDS CHANGE
The Botswana Ministry of health has made a decision to join 2 civic health facilities in order to intensify the efficiency of healthcare divisions due to existing financial recession. These 2 public health institutions are parallel clinics, where some departments are underachieving. To accomplish this verdict, human resources professionals demanded to exert together, to instrument change in an even and well-organized technique.
Accomplishing this change in an industrious and resourceful manner will not be a calm duty. Different teams will respond to this change inversely which might be either optimistic or undesirable, consequently the change management group is required to be tactical in their preparation. In most organizations different groups are designed at dissimilar levels which might be official or informal. Some assemblies maybe persistently designed, other groups may be made via an informal or official situation.
A formal assembly is designed inside an organization to achieve a specific person (Learn management2, 2018). Management study HQ, (2021), extra piercing out that, a collection is official when it is intentionally designed to accomplish an influential goal. It is designed over an official group for a detailed duty. Consequently the human resources professionals, as a result the change management group and the Ministry of health are the formal groups because they partake in the obligation in which they are operational to accomplish.
The Ministry of Health is accountable for the delivery of excellence, reasonable, precautionary rehabilitative and treatment health services to the state. Also, its mandate is to stimulate health, organizational excellence and patient care services (Ministry of Health and Wellness, 2021). The ministries obligation is to deliver a perfect healthcare facility to its residents with a quality of being the complete overseer of the states` health care system prompting the resolution to combine the two hospitals, considering the present financial crisis, the disposal of parallel clinics underperforming, as a way to rise the effectiveness of the health care divisions. To backup this change the ministry is thought to make available all required resources like the human resources, infrastructure, equipment and consumables.
An additional formal group is the human resources specialists, therefore the change management group in which their mission is to implement the modification in an effective and smooth manner. This team will be dedicated; end result oriented and endowed to convert the relative parties on the necessity for change and likewise to implement the change. To convey out this change, this team will behave as an arbitrator amongst the health workers and the ministry. This assembly will be extra responsive in an optimistic manner
because they are the ones who are expected to convey change. In order to support this change all resources required entirely in the process will be provided.
Although formal groups are considered by establishments to achieve a specific goals, informal assemblies are generated by the participants of such individuals by themselves. They transpire certainly, in reaction to the mutual benefits of the institutional participants. They transpire on their own accord, without somewhat official appointment, and through mutual interests like self-defense, work support, and social collaboration. Their existence is external of the prescribed authority structure and with flexible guidelines. Even though they are officially not recognized, they occur in the tail of the formal arrangement as a complex of individual and social relationships that needed to be understood and appreciated by the administration (Management study HQ, 2021). The informal groups comprises of the service providers for the hospitals and their patients (clients).
The healthcare workers might disagree with the merging notion due to diverse motives. This entails settling to a new working setting with different culture, norms, values, and the way they used to handle things. Due to dissimilar operational beliefs conflicts will rise and if not handled on time the ministry’s purposes of augmenting effectiveness will be ineffective. Also, these general hospital merging will generate confusion and scare amongst the health care workers, as others will devise fear to lose their jobs while others will think they might get demotion. Moreover, the healthcare workers will be anxious of change of roles which comes with change of environment. This motive will not simply change their work principles it will also affect their social life. Some employees chose place of residence closer to work, the merging will mean their accommodation and transportation will be affected.
Some of the employees will be slow to perform their duties while others will disrupt the entire change process. This disruption will be for they contemplate change as lowly of importance, henceforth seeing it as an inappropriate solution. The disruption will be sustained by the absence of resources to device the obligatory change. Additionally, the healthcare workers might be in excess of interested for the expected improved future and end up ridiculing their old culture. Regrettably, this might deteriorate the resistance counter to the change commenced by change commenced since healthcare workers have been being identified by their way of doing things and it provided them with self-confidence hence they feel past is being attacked .
The other informal group entails patients who are the consumers, they will also respond to this merger process. They might rise their anxieties to their local leaders chiefs or councilor because some of the patients `s ability to access facilities will be prejudiced due to geographical location. Joining hospitals might
similarly mean an upsurge of users in the new hospital, which may cause long queues, delays and compromised service. The consumers have their own norms, values and culture, changing environment means adapting to new norms which can irritate. Also health service provision has customer relationship as the basis of success, with consumers having to learn new service providers and how to relate to them can bring anxiety and distress, some they have established a good rapport that allows easier way to assist them.
QUESTION 2
2.0 APPROACHES TO PREVENT RESISTANCE TO CHANGE
Education and Communication
The familiar concerns that grounds resistance to change consists of fear of the unknown and a misinterpretation on the need for change. The most effective way to overcome opposition to change is through educating individuals about the expected change well in advance. Communicating and educating on the change must initiate before the change is commenced. This will aid employees to justify the change, and guarantee that individuals and teams members obtain satisfactory facts to create optimistic verdicts. Up- front communication and education benefits employees realize the rationality in the change determination. This eliminates or minimizes groundless and inappropriate chitchats regarding the impact of change in the entity. Individuals will agree to take change only if they have faith in the hazard of doing nothing is advanced than the jeopardy of shifting direction. In the same way, if individuals don’t comprehend why alterations are required, they will interrogate on why you are altering something they have confidence it is working fine. With regard to merging two general hospitals, concerned individuals will be informed on the importance of utilizing resources like workforce and resources which comes along with merging. Justification can reference the under-utilized units, which can be then later transformed to highly utilized specialty. Furthermore, when the two general hospitals are joined, quality of service delivery can be improved, for example most specialists will be at one catchment, which enhances simplified referral system.
This is to say Effective communication concerning the profits of an intended change will be the basis for change resistance. By enlightening on the necessity for change and the goals of change, the administration will acquire the ample desirable backing from the team members and expedite its operation efficiently and effortlessly. Through the comfort of two-way communication, the team members inquiries and disagreements linked to numerous features of change will be rapidly attended to and thereby, diminish the protestations which might originate crosswise throughout the implementation process.
Participation & Involvement:
A nonexistence of certainty that the institute can create an effective change can lead to resisting change. Similarly, when individuals aren’t consulted and change is imposed on them, there is prospective chances of being further resistance. This occurs more exclusively when employees considers their employment faces danger zone.
It is crucial that the participants and individuals executing change are engaged in its strategy. A cooperative determination will involve individuals in the change, and in the credentials of possible concerns and clarifications. When employees are tangled in the change determination they are probable to bargain into change and not repel it. This tactic is expected to lesser resistance further unlike simply anticipating individuals will comply to change. Employees are less expected to repel change that they have aided to generate. Opposition to change is declining when you add to its proposal and implementation.
Both the two general hospitals employees should be incorporated in the change process. Task teams must be informed in order to encourage commitment and involvement. Weekly meetings should be made for regular updates and to assess direction of understanding. External stakeholders like patients should also be informed during the transition process. Media presentation like radio, television and social medias should be used for progress update. Discussions will be maintained open to construct in as greatly conviction as possible by disseminating information on whatever is going to transpire and when, whatever will not change and. what will change
As a technique that will be utilized to inhibit resistance, informal group members who are backing the change ought to be identified. These individuals will be the promoters for change. They are also nobles who express the similar language as their associated group members, therefore they will be provided a podium and guarantee they contribute in settings about the change so that their opinions can be received.
Facilitation & Support:
Structural transformation commonly goes along with change to procedures, taking individuals from the (deep-rooted) relaxation zones. This may as well result in fatigue, particularly if the institute is up to frequent change.
Even when individuals seem to be accommodating the change, it may possibly be that they are basically acquiescent to it. It is essential that they be given the backing desirable to empower fresh abilities to be established and guarantee that modification exhaustion does not turn out to be an actuality.
Support necessitates administrators to improve their emotional intellect and unite with their persons. Management can diminish probable resistance through being helpful of employees throughout the transition process. Managerial support aids employees deal with anxiety and nervousness throughout a transition phase. This methodology is concerned with establishment of special exercise, psychotherapy and counselling .Continuous support reduces uncertainty and insecurity about the change. The management for the two facilities should facilitate the process and support the employees through therapeutic counselling and reassurance in order for the employees to be at ease.
Delivery of all the essential resources will similarly be some of the approaches to avert resistance. When executing change , the chief hurdle can be people will not be equipped to handle the changes, as a result, materials, workshops and all that will not merely aid them to adjust, but also to outshine in the changed atmosphere will be delivered.
Manipulation
Manipulation encompasses the patronizing signal of bringing an individual into a modification organization development collection for the sake of entrances rather than their substantive contribution. This frequently comprises choosing leaders of the resisters to contribute in the change determination. These influential can be given a figurative character in decision making deprived of intimidating the change determination. Thus with manipulation, furtive attempts are made to stimulate those counterattacking change most (e.g. assigning resistance leaders a key role in designing change).
QUESTION 3
A MODEL NEEDED FOR CHANGE IMPLEMENTATION
To implement this change Kotter’s Change Management Model will be used. In reference to Jouany & Martic, (2020), Kotter’s change management theory is one of the most well-known and adopted model in the world. This approach has 8 segments and they individually emphasis on employees’ reaction to change. Kotter’s change management approach is simplified and easy to track and integrate. The noble fragment of this approach is that it concentrates on getting ready workers for change not change execution itself. The 8 distinct phases are;
1. Intensification of urgency – The impression of a change being obligatory for the accomplishment of the entity can be influential. When generating an environment where people are mindful of a present issue and can realize a conceivable resolution there is likelihood of support for the change.
Creating a sense of urgency among employees will be the best way to motivate and engage them during the process. The ministry of health will be accountable for constructing urgency concerning the change. In this circumstances, the urgency entails, the existing financial crisis, where parallel clinics with more or less small functionality is significant for the ministry as the employer to intensify effectiveness of healthcare divisions and guarantee continuousness of an superlative healthcare provision.
2. Building the team –It is not easy to spearhead the entire change procedure alone, and therefore it is significant to construct a team to aid lead others. This comprises determining the accurate variety of skills and attributes for the team that will be accountable for driving change within the institution. The change management committee will consist of diverse units from both hospitals which are being merged. The inner communications units, change management teams, disaster management committee, hospital management. Public relations unit and Human resources division will be included in this team. This team will be tasked to safeguard that all healthcare service providers and consumers remain connected, encouraged and industrious even though they may be in a different operational station.
3. Get the vision correct – A change inventiveness is expected to be complex and sometimes not easy to understand more especially for subordinates. Therefore, it is essential to create a simplified, clear vision which aims at gaining support from the entire unit. The change tactical design will have a vibrant vision on the change. Moreover, it will devise distinct objectives in order for the healthcare workers and customers to comprehend in what manner to toil collectively headed for those objectives. Establishing the vision clearly is the single technique to get employees agree and bring them into line with the eventual change goals. One of the change management goals will be to guarantee that the hospital workers remain connected, motivated and industrious in their different operational environment, to implement change in a smooth and effective way and to safeguard against any form of resistance.
4. Communicating the vision – Generating the vision is not sufficient to create backing for it, there is need for the vision to be communicated. This is an outstanding chance to exploit the built teams. Communicating the vision entails being transparent and repeatedly dissemination of information to people on the about the changes being implemented. The change management team will converse their change tactic to the teams and workforce evidently, plainly and flexibly on weekly basis rather
than allowing them to be unaware, the team will ensure that employees are able to access vital information and feedback concerning change. The change management team will continuously consider effective communication a priority. The change committee will enlighten on what the change encompasses, the objectives the impact on the workers' responsibilities, the change time frame, where access vital change apprises, communication channel for change and how to guarantee that employees clinch on change.
QUESTION 4 EMPLOYEE MOTIVATION INCENTIVE FRAMEWORK FOR THE NEW ORGANIZATION
Organizational goal: Augmented efficiency of healthcare divisions.
Needs assessment will be prepared prior establishment of an incentive framework, Workforces will be requested on anything that can motivates them in order for a supplementary intensive method to be prepared. It will be carried out over conferences to deliberate what energies employees and conveying an assessment so they feel at ease answering with authentic responses. Subsequently the investigation the ministry of health establish on the effectiveness of the two public general hospitals wanting, to shut this gap the ministry made a decision to join them considering the present financial crisis.
The ministry’s objective is pure: to inspire workforces to be extra resourceful when performing their responsibilities. How are they working on accomplishing this goal? The rewarding group derived numerous incentives that will be advantageous to the workforces bearing in mind the existing financial predicament, and conversed it with them. They mutually came to a consensus of Employee of the Month award, this prize will comprise of a certificate, the best performer’s picture mounted and positioned at the hospital reception announcement board for the entire month, as well as a having lunch with the hospital management team
The reward committee and the employees agreed that if employees could individually derive an approach to minimize the capacity of clienteles assisted in a day, decrease in resources depletion and decrease in waiting
period, they would be qualified to redeem an employee of the month prize. This will be accompanied with a slight party assembly to enlighten the day.
The incentive committee will summon wholly the workers collectively for the awarding gathering to honor the incentive to workers who are eligible for the prize each last day of the month. At the end of the year, the incentive committee will examine the records to figure out if they accomplished their objective. When the goals has been attained, the incentive program continues to the succeeding year.
REFERENCES
Indeed Career Guide,(2021) 19 ways to incentivize employees. Retrieved from https://www.indeed.com./career- development/incentive-employee#:~text=An%20employee%20incent.
Jouany., V & Martic., K, (2020) 5 change management models to take a look at. Retrieved from https://blog.smarp.com/5-change-management-models-to-take-a look-at#:~;text=Mckinsey%2075%20framework.
Learnmanagement2,(2018) types of groups. Retrieved from https://www.learnmanagement2.com/typesofgroups.htm
Management studyHQ,(2021). Types of groups. Retrieved from https://www.managementstudyhq.com/types-of- groups.html.
Ministry of Health and wellness,(2021). Retrived from https://www. gov.bw/ministries/
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