Assessment Task 1

Meeting Minutes

Date – 28th May

Time – 10:00 am

Duration – 15 min

Venue – Conference hall

Attendees – Experts, 3 stakeholders

Meeting

Manager – Good morning, all?

Experts, stakeholder1 – Good morning, sir.

Manager – How are you?

Experts, stakeholder2 – We are good, thank you, what about you?

Manager – I am also fine. As you know I have conducted this meeting to discuss organizational changes that we are going to implement soon.

Experts, stakeholder1 – Okay, so what are the decisions of management concerning the organizational change?

Manager– The decisions of management include:

1. Strategic planning that will lead to changes in services that the organization offered to its clients. It includes developing and deciding specific strategic plans for achieving strategic goals. These decisions are taken by the top management of the organization.
2. Tactical planning that will lead to changes in the working manner of the employees as this planning is completed by the subordinates that mainly includes the utilization and acquisitions of resources for achieving the goals of the organization.
3. Operational planning that will lead to changes in the operations of the business of Bounce Fitness. These kinds of plans are made for establishing relevant actions that are important to attain the goals of the organization and business.

Experts, stakeholder2 – Okay, please tell us what are the goals of the organization?

Manager – The goal of Bounce Fitness is to provide enjoyable, convenient and affordable programs that could help individuals to attain a healthier and much more energetic and comfortable lifestyle. The organizations want to provide the best services to the customers to attract a large number of customers.

Experts, stakeholder3 – Okay  We got the organizational goals. Now we want to ask what can the gaps in performance that can impact the performance of the employees and organization.

Manager – It could include a lack of knowledge of information related to objectives or business operations, changing requirements of work, inappropriate management, emotional or physical situations at the organization, and structural and leadership issues in the organization. These performance gaps must mitigate as soon as possible.

Experts, stakeholder2 – Yes, as these gaps could impact the overall performance of the organization. No, we want to ask what the opportunities for organizational change are.

Manager – In my opinion, these could be changed in the planning, management, and leadership of the organization. If all these changes then the whole organization can run differently in comparison to the previous time. These changes will completely alter the business operations of Bounce Fitness.

Experts, stakeholders3 – Okay sir what business threats are there? According to you?

Manager – Yes there are some threats to business that we need to consider while implementing the organizational changes. These threats include financial problems, technological risks, different regulations and laws, uncertainty in the economy etc.

Experts, stakeholder2 – Okay, we will consider all things that you have shared with us. It was great to interact with you and thank you for giving your precious time. we discuss and tell you soon whether these changes will be good or not.

Manager –Thank you, sir. It is all my pleasure, sir.

Purpose of meeting- the purpose of the meeting is to inform and discuss the organizational changes. Are those changes relevant for the organization or not, the main purpose is to take their advice about the organizational changes.

The target outcome of the meeting is to implement the changes in the operational area, the strategic plan, and the tactical plan so that organization increases its productivity with these changes.

Review of pieces of workplace documentation relevant to organizational change:

1) Feedback survey form: According to this form feedback is collected from every member or 3 stakeholders and staff of the company after the implementation of this plan didn’t face any problems after implementation.

2) Communication plan- also implement a communication plan this plan is basically for improvement of the communication plan.

SWOT ANALYSIS
STRENGTHS	WEAKNESSES
1. Respond quickly to any issue or problem in the organization. 2. Provide the best quality of services and support to the clients. 3. The lead specialist has strong goodwill in the business market (Castells, 2013). 3. The organization could alter direction instantly if the marketing is not accurately working. 4. The overheads are low to provide better value to clients. 5. The communication of the staff is very effective with the clients.	1. The marketing strategies of the organization are not up to the mark. 2. The number of staff is low with a narrow base of skills in various areas. 3. The organization is susceptible to vital employees being ill and leaving. 4. The flow of cash will be unpredictable in the initial stages. 5. The knowledge skills of the staff are not up to the mark. 6. The members of staff are not engaged in the activities of Yoga Program.
OPPORTUNITIES	THREATS
1. The sector of business is enlarging, with various upcoming opportunities for effectiveness. 2. The competitors of the organization might be very slow for adopting innovative technologies. 3. Local authorities of government desire to promote the business of the organization as it encourages the individual to live a healthy lifestyle (Castells, 2013). 4. Through the Yoga Program, Bounce fitness can attract many new customers outside the state.	1. Financial problems. 2. Technological risks 3. Different regulations and laws 4. Economic improbability 5. Progress in technology might alter the market of business beyond the capability of adapting. 6. The small alteration in the concern of greater competitors may wipe out the position in the market achieved by the organization. 7. Operational risks 8. Strategic risks

PESTLE ANALYSIS
Date	Political	EcEconomical	Social	Technological	Legal	Environmental
28th May	International tariffs of trading, control of price, and requirements of visa for the business visit (Rosenfield, 2013).	Fluctuation in economic condition, inflation of the currency, rates of interest, level of taxation	Preferences and demands of consumers, gender and age distribution, cultural differences	The appearance of innovative technologies affects the services	Safety and health laws, regulations of the licence	Implications of pollution to the services as it affects the health of the consumers
29th May	Possible barriers to trade for protecting local suppliers (Rosenfield, 2013).	Strengths of other country’s economies as compared to the domestic economy might impact profitability	Will the services be approved by international people?	Changes in software and applications	Customer protection act	Sustainability practices, management of waste

Assessment Task 2

STRATEGIC INTERNAL/EXTERNAL AUDIT

Existing Information –

The organization has a good reputation in the market. It offers the best quality services and support to its clients. It responds quickly to the issues and problems that arise in the operations of the business. The organization changes the directions instantly if it is not appropriately working as the requirement of the organization. The overheads of the organization are also low to give better value to its customers. The criteria for determining quality are feasibility, validity, reproducibility or reliability, health improvement or importance and relevance of the product (Mainardes, et al., 2013).

Niche or Specialty

The speciality of Bounce Fitness is that it seeks to give better and innovative services to its customers so that their value in the market expands and could attract a large number of customers. It also is expanding its business to other countries to enter the large market to earn more profits (Mainardes, et al., 2013).

Structure

Bounce Fitness has a management structure which includes Top Management, Middle-level Management, and Lower Management. Top management includes the CEO and Board of Directors; Middle-level management includes Senior Executives, Managers, Operations Managers, and HR Managers; Lower Management includes all employees and staff (Weineck, 2019).

Internal & External Communication Tools

Method	Internal	External
Written	Forums & Intranets	Email
Verbal and visual	Digital signage	Smartphones
Visual and written	Instant tools for messaging	Computers
Visual and verbal	Tools of collaboration	Web and video conferencing
Written and visual	Social networks of employee	Social networking
Visual and written (Weineck, 2019).	Tools of video chat	Platforms of productivity

Communication Tool Analysis

The broader varieties of tools of communication are utilized for internal and external communication. These tools involve email, mail, smartphones, telephones, web and video conferencing tools, computers, social media platforms etc. (Liebowitz & Beckman, 2020).

Internal Impediments

These may include the following: 1. Separation of various duties 2. Procedures and policies 3. Credentials 4. Review and oversight 5. User admittance rights for systems of information (Liebowitz & Beckman, 2020).

External Impediments

These may include the following: 1. Policies of government 2. Different legislations and regulations 3. Uncertainty of economy 4. Changes in demands of customers 5. Fluctuations in price (Aron, 2013).

Research Findings.

Through this research, we find that Bounce Fitness has a good reputation in the market which is the strength of the organization. The main aim of the organization is to provide the best quality services to its customers and the organization also want to expand its business area to an international market so that it could attract a large number of international clients. They also have internal and external tools of communication that helps them to gain and transfer information to the management and staff. The organization has also many business threats which include financial issues, technological risk, and economic improbability which might turn out to be a hindrance in achieving the objectives and goals of the organization (Aron, 2013).

CHANGE MANAGEMENT PROJECT PLAN
Learner Name	Mark Wood
Workplace/Organization	Bounce Fitness
State/Territory	Cairns, Queensland
Date created	28th May
What is organizational change?	Changes in operations of the business
What are the objectives of the change?	Objectives of the change are the following: 1. To expand the business, 2. To provide innovative services. 3. To attract international clients
What strategy will be used for the change?	The strategies that will be utilized for change are given below: 1. Participation of employee 2. Communication 3. Honesty and transparency 4. Planning (Meyler, et al., 2013).

Version Date	Version Number	Comments
28th May	58511	Changes will be planned after consulting the stakeholders
29th May	58525	Changes will be implemented as per the consultation with stakeholders (Meyler, et al., 2013).

Change Requirements List change requirements based on priority.	Personnel Responsible Who is to lead this	Resources Required Include where to obtain or access the resource.	Target Timeframes for Implementation Include specific milestones to achieve per timeframe.
i.            Business expansion	Operations Manager	Human resources, financial resources	8 months
ii.            Changes in services	Marketing manager	Financial and human resources	5 months
iii.            Making international clients	Marketing Manager	Human resources and financial resources	4 months
iv.            Increase in profit	Operations Manager	Financial resources	3 months

Areas of Improvement Identify areas of improvement in the policy based on the actual outcomes of the implementation.

i.            Improvement in communication and listening skills

ii.            Improvement in strategies of marketing (Webster, 2012).

RISK REGISTER
Risk	Risk Description	Initial Risk Rating				Mitigation Strategies
		L	C	R	P
Technology risk	To expand the business, the organization needs the best technology. But technology may lead to a breach of data and can break the confidentiality of information		C			1. Secure servers and computers. 2. Utilize firewalls, anti-spyware and anti-virus protection. 3. Update all software regularly 4. Train all staff in IT procedures and policies.
Financial risk	To expand services and business to the international level, the organization needs larger funds which may lead to financial risks			R		1. Evaluate the operations of the business for effectiveness 2. Utilize metrics for taking the decisions 3. Be ready always for covering losses.
Economic improbability	To expand to the international level, the organization can face economic uncertainty (Webster, 2012).				P	1. Always be aware of market conditions 2. Do not take any decision without consulting the senior executives

MITIGATION PLAN
Risk/Barrier to Change	Control Measure	Resources Required	Expected Implementation Date	Expected Outcome	Actual Implementation Date	Actual Outcome	Revised Risk Rating
							L	C	R	P
Lack of support from management	Management must support the change	Human resources	15th June	Better support from the management	10th June		C
Inadequate budget or resources (Argyris, 2017).	The managers must take responsibility for resources and budget	Financial resources	25th June	A sufficient budget or resources will be available	20th June				R

Assessment Task 3

Meeting Minutes

Date – 28th May

Venue – Conference Hall

Attendees – Operations manager, HR Manager, 3 Stakeholders

Meeting purpose – Obtaining approval regarding organizational change

Meeting

Manager – Good morning!

Operations and HR manager – Good morning!

Manager – How are you?

Operations and HR manager – We are good, what about you?

Manager – I am also fine. I have conducted this to discuss the changes that we are going to implement soon for that, I want to take your approval.

Operations and HR manager – We have already discussed the changes in the previous meeting.

Stakeholder1: Yes, we have already discussed these organizational plans.

Stakeholder2: these are very crucial changes must be approved.

Manager – Yes sir, so what are your thoughts regarding those changes.

Operations and HR manager – We agree with the changes and also approve as we have discussed with the senior managers and they are also happy with the changes. So, you can go ahead with these changes.

Manager – Thank you sir for approving.

Operations and HR manager – It is all our pleasure.

The target outcome of the consultation is that after consulting with operation and Hr. manager, we get approval from them to implement the changes in the tactical plan, operational plan, and strategic plan. By implementing changes company reaches its targets fast.

The scope of the changing communication plan is given below:

1. To expand the business,
2. To provide innovative services.
3. To attract international clients
4. Improve the workplace environment

COMMUNICATION PLAN
Learner Name	Mark Wood
Workplace/Organization	Bounce Fitness
State/Territory	Cairns, Queensland

Action Items	Affected Stakeholders	Personnel Responsible	Information to be Communicated Include specific details on what you will communicate.	Communication Method to be Used	Frequency	Expected Outcome	Date to Occur	The actual date of Implementation	Actual Outcome
Expansion of business	Operations manager	Operations manager	Ideas will be given for the expansion of business to the international level	Meeting	High	Expansion of business	1st December
Innovative services	Marketing Manager	Marketing Manager	Ideas will be given to expanding new services for attracting a large number of international clients	Meeting	Moderate	Innovative services	15th December
Training to employees	Employees	Training manager	Training will be given to employees for various skills including communication and listening (Argyris, 2017).	Training sessions	Average	Improved performance of employees	30th May

Assessment Task 4

Arrange and Manage Communication Plan

Action Items	Affected Stakeholders	Personnel Responsible	Information to be Communicated Include specific details on what you will communicate.	Communication Method to be Used	Frequency	Expected Outcome	Date to Occur	The actual date of Implementation	Actual Outcome
Expansion of business	Operations manager	Operations manager	Ideas will be given for the expansion of business to the international level	Meeting	High	Expansion of business	1st December	15th December	A large number of international clients
Innovative services	Marketing Manager	Marketing Manager	Ideas will be given to expanding new services for attracting the large number of international clients (Kotler, et al., 2015).	Meeting	Moderate	Innovative services	15th December	25th December	Better quality services
Training to employees	Employees	Training manager	Training will be given to employees for various skills including communication and listening (Kotler, et al., 2015).	Training sessions	Average	Improved performance of employees	30th May	1st June	Improvement in performance of employees

Email

To –

From –

Date – 28th May

Subject – Regarding the communication plan

Respected stakeholders,

This is to inform you that I have updated the plan of communication and also mentioned the actual date of implementation and actual outcomes in it.

I kindly request you to please go through that communication plan.

With kind regards,

Manager

Assessment Task 5

Role-play

Manager – Good morning!

Operations and HR manager – Good morning!

Manager – How are you?

Operations and HR manager – We are good, what about you?

Manager – I am also fine, I am here to discuss with you the barriers to change that are becoming hindrances to implementing the organizational change.

Operations and HR manager – Okay tell me what are those barriers?

Manager – These are mentioned below:

1. Styles of communication
2. Disputes between stakeholders at the workplace

These barriers are becoming hindrances in the implementation of organizational change. Please give some suggestions to mitigate these barriers.

Operations and HR manager – Here are some mitigation strategies to mitigate these barriers:

1. Get and give constructive feedback immediately.
2. Increase the productivity of the changes
3. Conduct consultation sessions with all stakeholders
4. Consult with them on the importance of organizational changes
5. Utilize relevant methods and styles of communication while consulting with stakeholders about organizational changes.
6. Make relevant decisions after consultation.

Manager – Thank you so much for giving valuable suggestions as these will help to mitigate the barriers.

Operations and HR manager – It is all my pleasure.

Assessment Task 6

MITIGATION PLAN
Risk/Barrier to Change	Control Measure	Resources Required	Expected Implementation Date	Expected Outcome	Actual Implementation Date	Actual Outcome	Revised Risk Rating
							L	C	R	P
Styles of communication (Christoffersen, 2012).	Utilize the best method and styles of communication while consulting with stakeholders	Human resources, financial resources	1st June	Better communication related to organizational change with stakeholders	20th June	Better communication related to organizational change with stakeholders			R
Disputes between stakeholders at the workplace (Christoffersen, 2012).	Conduct sessions of consultation with stakeholders	Human resources and financial resources	15th June	All information is shared with stakeholders	30th June	Disputes are mitigated and stakeholders have approved changes	L

Email

To –

From –

Date – 28th June

Subject – Regarding mitigation plan

Respected stakeholders,

This mail is hereby for informing you that I have prepared the mitigation plan and identified the barriers to change and also mentioned the mitigation strategies to mitigate those barriers.

I kindly request you to please go through with that plan.

Regards,

Manager

Assessment Task 7

CHANGE MANAGEMENT PROJECT PLAN
Learner Name	Mark Wood
Workplace/Organization	Bounce Fitness
State/Territory	Cairns, Queensland
Date created	28th May
What is organizational change?	Expanding the business operations to the international level
What are the objectives of the change?	To attract large numbers of international clients and to increase profits of the organization.
What strategy will be used for the change?	Better styles of communication, consultation sessions with stakeholders, and training for the employees (Johnson & Covello, 2012).

Areas of Improvement Identify areas of improvement in the policy based on the actual outcomes of the implementation.

i.            Utilize better styles of communication to consult the organizational changes with the relevant stakeholders.

ii.            Utilize better strategies of marketing to promote the business of Bounce Fitness to the international level (Johnson & Covello, 2012).

References

Castells, M. (2013). Communication power. Oxford University Press.

Rosenfield, S. (2013). Instructional consultation. Routledge.

Mainardes, E., Alves, H., & Raposo, M. (2013). Identifying stakeholders in a Portuguese university: a case study: La identificación de los stakeholders en una universidad portuguesa. Ministerio de Educación.

Weineck, J. (2019). Optimales training. Spitta.

Liebowitz, J., & Beckman, T. (2020). Knowledge organizations: What every manager should know. CRC press.

Aron, L. (2013). A meeting of minds: Mutuality in psychoanalysis. Routledge.

Meyler, K., Fuller, C., & Joyner, J. (2013). System Center 2012 Operations Manager Unleashed. Sams Publishing.

Webster, M. M. (2012). Data protection for the HR manager. Gower Publishing, Ltd..

Argyris, C. (2017). Integrating the Individual and the Organization. Routledge.

Kotler, P., Burton, S., Deans, K., Brown, L., & Armstrong, G. (2015). Marketing. Pearson Higher Education AU.

Christoffersen, P. (2012). Elements of financial risk management. Academic press.

Johnson, B. B., & Covello, V. T. (Eds.). (2012). The social and cultural construction of risk: Essays on risk selection and perception (Vol. 3). Springer Science & Business Media.