COM 20154 Southern New Hampshire University TechWare Department of HR Presentation

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Business Finance

COM 20154

Southern New Hampshire University

COM

Description

Competency

In this project, you will demonstrate your mastery of the following competency:

  • Select appropriate communication techniques for managing change initiatives

Scenario

You are the human resources (HR) project manager for TechWare, a software company based in Seattle, Washington, that serves international organizations in software development and maintenance. TechWare is a publicly traded company, was founded in 2000, and currently employs 650 employees.

TechWare

  • Mission: Providing expert services in software development and maintenance to international organizations
  • Vision: To lead the industry in software development and maintenance for international organizations
  • Values: The products and services we offer are governed by a set of core values: quality, safe and secure, accessible, consumer-friendly
Sun shining between multiple skyscraper buildings

You receive the following email from the director of HR:

From: Director of HR (HR_Director@techware.com)
To: HR Project Manager (HR_Manager@techware.com)
Subject: Organizational Changes

Hello,

TechWare recently secured a government contract for $10 million to develop state-of-the-art internet security software. As an integral part of this new contract, the company has plans to obtain ProTech. ProTech is a small information technology (IT) company that specializes in firewall and internet security software. ProTech is a privately owned business founded in 2000 in Manhattan, Kansas, and typically contracts out its 18 remote employees to small businesses across the central United States.

As a result of this acquisition, your company will go through several changes including a name change as well as changes to the marketing and sales departments. Please see the attachment for more information.

The acquisition will take place over the next nine months, which provides our department with sufficient time to inform and prepare stakeholders at various levels of the organization of the changes.

Communication planning occurs prior to these changes. In your role, you are responsible for developing a timeline and strategies to communicate changes to various levels of the organization. HR will have a meeting with TechWare’s board of directors to present your plan for managing change in the organization. For our presentation, please develop a plan for communicating changes to the three levels of the organization and articulate the steps you plan to take to follow and ensure the information is received the way you intended it.

Please let me know if you have any questions or concerns.

Thank you,
James

James Hernandez
Director of Human Resources
TechWare | Seattle, WA


Directions

The board of directors has tasked the HR department with creating a communication plan that it can roll out while the acquisition takes place over the next few months. Specifically, you have been asked to determine the appropriate techniques for communicating and managing changes at TechWare. You will present your communication plan to the TechWare’s board of directors for approval. In your presentation, you have been asked to include rationale for your recommendations and decisions for communicating change at each level of the organization. Use the speaker notes of the presentation to support your plan by describing how you will ensure that the information is clear and accurate.

Message: Each level within the organization wants to know how this change will impact its work and the organization. Consider how much information each level requires to make informed decisions for themselves and the organization during these changes. Determine what information is essential to share with each level of the organization. Consider who needs to know what and why each level of the organization needs to know this information, then develop three to five talking points for communicating with each level of the organization.

*Tips

  • Simplicity is key. Avoid jargon and overcomplicating your message when communicating changes.
  • Balance confidentiality with informing members of the organization when communicating changes. Consider what information is pertinent to stay within the organization.

Platform: You have also been asked to identify appropriate communication platforms that will be used to introduce and reiterate your message to each level of the organization. Include various modes of communication such as meetings, trainings, emails, handouts, memos, websites, and formal and informal interactions.

Timing: Repetition is how people learn and remember. Ideas sink in deeply only after they have been heard many times. The board of directors has asked you to include recommendations for when the change information will roll out to each level of the organization. Determine when you intend to present the message so that the information is digestible and avoids information overload.

Feedback Mechanisms: Two-way communication is always more powerful than one-way communication. What will you do to open the lines of communication between members of the organization and decision makers? During change initiatives, members of the organization seek information and want to feel that their questions and concerns are valued and responded to. In your plan, determine at least two feedback mechanisms that support members of the organization in communicating their questions, concerns, and ideas to decision makers. Unaddressed inconsistencies undermine the credibility of all communication. Consider the following:

  • What questions might exist at each level of the organization?
  • What misinterpretations are possible?
  • How will you prepare managers to answer questions?
  • What steps can be taken to determine the efficacy of your plan?
  • What techniques are used to avoid resistance to change?

What to Submit

Every project has a deliverable or deliverables, which are the files that must be submitted before your project can be assessed. For this project, you must submit the following:

Communication Plan Presentation to the Board of Directors
Use your company’s presentation template to create a 7- to 10-slide presentation that outlines your communication plan for change management in your organization. In your presentation speaker notes, remove all instructional language and clearly explain your rationale for your selection of communication techniques for managing change at each level of your organization as you will present your communication plan to the board of directors for approval. see attached for the presentation template!!

Reference List For each source that you cite, you need to include the author’s name, the publication year, the title of the source, and the location of the source in a References section at the end of your work. Cite all sources appropriately.


Supporting Materials

The following resource(s) may help support your work on the project:

Report: Email Attachment- see attached down below!

Read the email attachment from the director of human resources. This attachment outlines information regarding anticipated changes that will be implemented over the next nine months at TechWare. Use the information contained in the attachment to develop your communication plan presentation.Reference List For each source that you cite, you need to include the author’s name, the publication year, the title of the source, and the location of the source in a References section at the end of your work. Cite all sources appropriately.

Unformatted Attachment Preview

Email Attachment TechWare Department of Human Resources Background TechWare recently secured a government contract for $10 million to develop state-of-the-art internet security software. As an integral part of this new contract, the company has plans to obtain ProTech. The acquisition will take place over the next nine months, which provides our department with sufficient time to inform and prepare stakeholders of the changes at the following levels of the organization: • • • Level I: Leadership including the President, Vice President, and Executive Directors Level II: Managers and Supervisors Level III: Department Staff, Customers, Vendors Communication and change starts from the top. Leadership needs to walk the walk to get people to follow and buy in to change. Leadership has tasked the human resources (HR) department with creating a communication plan that it can roll out while the acquisition takes place over the next few months. Once the communication plan is approved, HR will present changes to department managers and supervisors and will train Level II leaders to be effective in sharing changes with Level III members of the organization, including employees, customers, and vendors. You will be responsible for preparing managers to effectively communicate changes and get buy-in from Level III. Consider your role as an HR project manager to ensure consistent messaging and managing change initiatives. Level III employees—particularly staff in the marketing, sales, and customer service departments—require a good understanding of changes and transparency. Lack of transparency and understanding leads to uncertainty, and fear of the unknown can create a toxic work environment. Uncertainty can reduce employee morale and productivity. In addition, it is essential that external parties at Level III, including vendors and customers, are aware of the changes. ProTech: Company Profile ProTech is a small information technology (IT) company that specializes in firewall and internet security software. ProTech was founded in 2012 and is a privately owned business in Manhattan, Kansas, that typically contracts out its 18 remote employees to small businesses across the central United States. Organizational Structure and Hiring TechWare will hire additional tech support and customer service department staff to maintain customer satisfaction during the acquisition and thereafter while developments occur for the new government contract. No deviation in terms of tech support or customer service is anticipated. Moving forward, TechWare and ProTech will maintain a consistent organizational structure. Since new employees from ProTech specialize in a certain area, they will be additions to the existing departments. Minimal layoffs and terminations are anticipated. TechWare will change its name and logo to TechWare Pro. As the logo and company name appears on the website, email address domain names, and all documentation and products, TechWare will begin to update its name slowly over the nine-month acquisition period. Onboarding and Training To ensure a successful transition from a smaller business to our large corporate environment, a comprehensive onboarding process is planned for all ProTech employees. During the onboarding process, ProTech employees will be paired up with members of TechWare to shadow members in various departments. Departmental training for existing TechWare employees will occur once the acquisition is finalized. To be successful with the new government contract, current TechWare employees will be required to take a training from ProTech’s current leadership team to learn about strategies and tools used to specialize in firewall and internet security software. Organizational Culture TechWare has been in business since 2000. TechWare is established and somewhat older in terms of workforce than the acquired company, ProTech. Consider how the culture of each company has been ingrained in each company. Change Management Communication Plan Human Resources Department TechWare Objectives • Effectively communicate changes to various levels within the organization • Manage change initiatives using appropriate feedback mechanisms Audiences • Level I: Leadership • Level II: Managers and Supervisors • Level III: Department Staff, Vendors, Customers Communication Plan: Level I Leadership Message Platform Timing Feedback Mechanisms Communication Plan: Level II Management Message Platform Timing Feedback Mechanisms Communication Plan: Level III Department Staff, Vendors, Customers Message Platform Timing Feedback Mechanisms
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Explanation & Answer

Attached. Please let me know if you have any questions or need revisions.

1

Header: Communication Plan
Outline

Communication Plan Outline
Department
Class
Professor
Date

Header: Communication Plan
Outline

1. Introduction to presentation topic

2. Executive Leadership presentation approach

3. Mid-Level Management presentation approach

4. Front-Line Staff presentation approach

5. Conclusion

2


TechWare: Change
Management Communication
Plan
Human Resources Department
T...


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