3.3.6: Implications of ICT

1. 3.3.6: Implications of ICT Managing change

2. The aim of this presentation • Understand how to describe change management and factors that must be considered when managing change: • Staff capability • Staff views • Systems • Equipment • Accommodation

3. Introduction • All organisations must go through periods of change. • Changes are sometimes planned for…and sometimes they are forced. • In any case, the change needs to be well planned with clear goals established. • Action points need to be drawn up and these should try to minimise the effect of change where possible.

4. Introduction • The change then needs to be implemented. • During the implementation of a change, factors could arise that halt the progress of the change. • These might include: • Staff resistance • Changes in work practices • Changes in work culture • These problems need to be removed to help the change progress smoothly.

5. Introduction • In order minimise the effect of problems the process of change needs to be well managed and the following should be considered: • Staff capability • Staff views • Systems and equipment • Accommodation

6. Staff Capabilities • Staff skills should be audited and utilised where possible. • Where there is a skill shortage, staff should be retrained. • This should happen at an appropriate time to ensure that skills are not forgotten (too early) or not learnt fully (too late).

7. Staff Capabilities • If a change results in highly skilled workers doing less demanding jobs, it can lead to the workers feeling demoralised. • This is known as de-skilling. • If a staff member feels that they have skills to offer which aren’t being used, they may become resistant to the change.

8. Staff Capabilities • Sometimes, staff will be reassigned to new departments. This can have both positive and negative effects: • Negative • Staff often form friendships within a department and moving people out of departments can have a demoralising effect. • Positive • Staff can work more efficiently and feel happier in their new roles.

9. Activity • Read through the example on page 205 of the text book. • As you read through it, identify the key facts that relate to what you have just learnt.

10. Staff Views • Staff views are essential. • They know what changes need to take place (in most cases) and their views should be considered and valued. • Consultations are often used as a way of allowing staff to communicate ideas to change. • Management will then analyse these views and see how they can work them into the change plan.

11. Staff Views • When staff views are not heard, staff may respond negatively to the change. • For instance, some staff go on strike and unions may get involved. • This has happened in education a few times, and entire unions have gone on strike over certain changes. • In recent news, you may have heard about primary school head teachers refusing to make their students sit SAT tests this year (2010).

12. Systems and Equipment • If a change does take place, the worse thing to happen is that the system doesn’t work! • This would just add fuel to the fire. • If the system proves to work staff may come around in the end… • Systems need to be thoroughly tested to make sure it does work properly. • People in charge of procuring the equipment need to ensure it is compatible with the new system and will work properly.

13. Systems and Equipment • This involves thinking about: • The deadline the change needs to take place • Who needs training and by when • When data needs to be transferred to the new system • Roles and responsibilities are explained • If something goes wrong, the management need to have a plan B in place.

14. Accommodation • People need places to work and equipment needs a place to sit! • One common oversight is when a new system is installed, there might not be enough power sockets! • This should be identified as soon as the new system is designed. • New departments might also be created because of the change and where they go needs consideration.

15. Activity • Put your builder’s hat on… • You’ve just been asked to redevelop an ordinary classroom into a computer room with 30 computers in it + 1 for the teacher with a projector and interactive white board. • What changes would need to take place? Discuss the factors that would need to be considered including: • Staff capability • Staff views • Systems • Equipment

16. Activity • Read through this webpage. • http://www.businessballs.com/changemanagement.htm • Answer the questions on page 207. • Describe the considerations that must be given to staff views when managing change. [4 marks] • Describe factors that should be considered when managing the changeover of systems and equipment. [6 marks]