ASSESSMENT 2 – PROJECT

Task 1: Conduct Meeting in Relation to Organisational Change

Task 1.1:

Meeting Minutes

Date: Feb 05,2023

Time: 11:00 AM
Location: Bounce Fitness Office
Attendees: CEO, CFO, General Manager, and all Stake Holders.

Agenda: Identifying the Required Change

Discussion: During the meeting, the team discussed the required change. The change is primarily aimed
at standardizing operations and training levels across all Bounce Fitness Centers to improve the quality
of customer experience, ensure safety, and meet the standards set by Fitness Australia for business
registration.

Requirements for Change Supporting Organizational Objectives:

1. Standardization of operations and training to enhance customer experience and safety.
2. Compliance with Fitness Australia's business registration standards.
3. Ensuring all trainers meet the educational qualifications specified in the Codes of Practice for each
State.

Task 1.2
1. What specific changes do you foresee in your daily operations as a result of this initiative?
This question aims to gather insights into how the change will impact the team's daily routines and tasks.

2. What are the potential challenges or concerns you anticipate during the implementation of this
change?
By asking this question, we can identify potential roadblocks and areas where additional support may be
needed.
3. How can we effectively communicate and support team members, especially those who may resist
the change due to their previous experiences?
This question focuses on strategies for ensuring all team members are onboard with the change and feel
supported throughout the process.

Task 1.3 – Prepare a SWOT analysis of the required change identified by Bounce Management using
Appendix 1
SWOT Analysis
Strengths Weaknesses
 Standardization of operations can lead to  Potential resistance from trainers without
improved consistency in service delivery. the required qualifications.
 Compliance with Fitness Australia's  Ensuring all trainers pursue further
standards can enhance the organization's training may require additional time and
reputation. resources.
 Financial support for further training  Inconsistencies in current qualifications
demonstrates the company's commitment across different Centres.
to employee development.
Opportunities Threats
 Enhanced customer satisfaction and safety  Resistance to change may lead to
can lead to increased membership and disruptions in daily operations.
revenue.  Trainers who are reluctant to pursue
 Improved training can result in more further training may require additional
knowledgeable and skilled trainers. motivation and support.
 Aligning with Fitness Australia's standards  Failure to standardize procedures may
can open up new business opportunities. result in non-compliance with Fitness
Australia's standards.

Task 2: Develop Change Management Project Plan

Task 2.1: Change Management Plan 1 – Customer Satisfaction

Identify planned Identify the Identify Explain how an Briefly explain Provide a
change relevant INTERNAL organization ‘s the timeline
management stakeholders behavioral behavior can Communication outlining the
strategy to who will be part factors that impact on the Strategy Plan major
improve of the change could affect the change for the milestones
customer management change management implemented expected in the
satisfaction team management strategy change change
strategy. management management
Include at least strategy plan
one +ve and
one -ve

1. Implement a 1. Bounce Positive: Positive 1. Regular All- 1. Month 1-2:

comprehensive Fitness Intrinsic Behavior Staff Meetings Assess current
training and Executive motivation Impact: 2. Training trainer
standardization Team. and dedication Intrinsic Workshops. qualifications
program for all 2. Fitness of employees motivation can 3. Individual and identify
trainers to Instructors and to improve drive trainers to Feedback gaps.
enhance the Trainers. and excel in actively engage Sessions. 2. Month 3-4:
quality of 3. Bounce their roles. in training and 4. Email Develop a
customer Fitness CEO Negative: professional Updates. comprehensive
experience and and Managers Resistance to development, 5. Open-Door training plan
safety. 4. HR change due to facilitating a Policy. and schedule.
2. Ensure Department fear of the smoother 3. Month 5-6:
compliance 5. Training and unknown, transition. Communicate
with Fitness Development reluctance to Negative the change to
Australia's Team pursue further Behavior all employees
business 6. Frontline training, and Impact: and provide
registration Staff attachment to Resistance to initial training.
standards and current change can 4. Month 7-8:
Codes of practices. hinder the Monitor
Practice. standardization progress and
process, address any
delaying the challenges or
implementation resistance.
of new 5. Month 9-10:
procedures and Provide
potentially additional
leading to training and
inconsistencies support for
in customer employees
service. who require it.
6. Month 11-
12: Evaluate
the
effectiveness
of the change
management
strategy and
make
necessary
adjustments.
Ongoing:
Encourage
continuous
learning and
development
among
trainers,
emphasizing
the
importance of
customer
satisfaction.
Task 2.2

Change Management Plan 2 – Staff Training

Identify a Identify one Explain how Briefly Briefly Provide a

change EXTERNAL the external explain explain any timeline
management environmental environment planned possible outlining the
strategy to factor that al factor training modificatio major
implement a
could affect impacts on strategy / ns to the milestones
new training
the the Plan for change expected in
program
implementati application implementing managemen the change
on of the of the the change t plan management
change change management plan
management management strategy
strategy strategy.

Implement a Market Increased Initial Adaptation Month 1:

comprehensi Competition: competition Training: to Market Introduction
ve staff The presence in the fitness Conduct Changes: of the new
training of competing industry intensive Depending POS system
program for fitness centers necessitates training on the and initial
the new with advanced the swift sessions for competitive training
Point-of-Sale POS systems adoption of all staff to landscape, kickoff.
(POS) system, and digital advanced familiarize the training Month 2-3: In-
emphasizing services can POS them with the program depth training
its benefits influence the technology to new POS may need to sessions for
and efficiency successful remain system's be modified staff
for smoother implementatio competitive features and to keep up members.
transactions n of the new and meet functionalities with Month 4-5:
using a cloud POS system. customer . evolving Hands-on
system. expectations. Hands-On customer practice and
Failure to Practice: expectations role-specific
adapt may Provide . training.
result in a opportunities Additional Month 6:
loss of for staff to Support: If Continuous
customers to practice using initial learning and
more the system training assessment.
technological with guidance reveals Month 7:
ly advanced and challenges Implementati
competitors. supervision. or on of the new
resistance, POS system.
Continuous additional Month 8-12:
Learning: support may Ongoing
Offer ongoing be required training,
training and to ensure support, and
support to staff are feedback
help confident in collection.
employees using the Ongoing:
master the new POS Regular
system and system. system
troubleshoot updates and
common training
issues. adjustments
Role-Based based on
Training: feedback and
Tailor training market
programs to dynamics
suit different
roles within
the
organization,
ensuring that
each
employee
understands
how the
system
relates to
their specific
responsibilitie
s.
Training
Resources:
Develop
training
materials,
user manuals,
and online
resources for
easy access to
information.
Assessment:
Conduct
assessments
to evaluate
 staff
competence
in using the
POS system
and address
any gaps.
Feedback
Loop:
Establish a
feedback
mechanism
for staff to
report issues,
share
suggestions,
and provide
insights on
system
usability.

Task 2.3 – Complete the following tasks.

2.3.1 Outline the major benefits of your plan
1. Improved Efficiency: Staff will become proficient in using the new POS system, leading to faster
and more efficient transactions, reducing customer wait times, and enhancing overall customer
satisfaction.
2. Enhanced Competitiveness: By staying up-to-date with advanced POS technology, Bounce
Fitness will remain competitive in the market and attract tech-savvy customers who value
seamless transactions.
3. Reduced Errors: Proper training will reduce errors in transaction processing, minimizing the risk
of financial discrepancies and customer disputes.
4. Streamlined Operations: The training program will align staff with standardized processes,
leading to smoother operations and improved coordination among different roles within the
organization.
5. Improved Customer Experience: Customers will benefit from quicker checkouts and a more
responsive service, leading to increased loyalty and positive word-of-mouth referrals.
6. Higher Employee Confidence: Well-trained staff will feel more confident and empowered in
using the POS system, reducing anxiety and frustration related to technology.
.
2.3.2 Provide an estimated budget to fully implement your plan.

The estimated budget to fully implement the change management plan for the new POS system training
program is approximately $15,000. The budget breakdown is as follows:
 Training Materials and Resources: $5,000
 Trainer Fees: $4,000
 Technology Infrastructure (if required): $2,000
 Assessment Tools: $1,500
  Travel and Accommodation (if necessary): $1,000
 Miscellaneous Expenses (printing, stationery): $1,500

2.3.3 Estimate the financial benefit that will come from implementing your plan.

Estimated Financial Benefit:

The financial benefit resulting from implementing this plan is estimated to be substantial. While it may
be challenging to provide an exact figure, it is expected to result in increased revenue due to improved
customer satisfaction and streamlined operations. This could translate into higher customer retention
rates, increased repeat business, and positive referrals.
A conservative estimate would be a 10% increase in revenue over the first year, which, given Bounce
Fitness's annual revenue, would represent a substantial financial benefit.

2.3.4 Outline the Communications Plan you will use to implement this change.
The Communications Plan for implementing this change will focus on transparency, clarity, and ongoing
engagement with staff. It will include the following components:
1. Kickoff Meeting: An initial meeting with all staff members to announce the change, explain the
benefits, and introduce the training plan.
2. Regular Updates: Scheduled email updates to keep staff informed about training schedules,
milestones, and progress.
3. Feedback Mechanism: Establish a feedback channel (e.g., suggestion box or dedicated email address)
for staff to express concerns, ask questions, and provide input.
4. Training Sessions: Conduct interactive training sessions with opportunities for questions and
clarification.
5. Intranet Portal: Create a dedicated section on the company's intranet for easy access to training
resources, schedules, and FAQs.
6. Progress Reports: Regular reports on training progress, highlighting achievements and areas for
improvement.
7. Open-Door Policy: Encourage staff to approach managers and HR with any concerns or questions
related to the training program.
8. Assessment Feedback: Provide individual feedback to staff after assessments, emphasizing strengths
and areas for improvement.
9. Celebrating Success: Recognize and celebrate milestones and staff achievements during the training
process.
10. Ongoing Support: Ensure that ongoing support and resources are available to staff as they continue
to use the new POS system.

Task 3: Actioning a change management plan

1. What do you need to consider when communicating change management plans to employees?

1. Clarity: Ensure that the communication is clear, concise, and easily understood by all
employees.
2. Transparency: Provide honest and open communication about the reasons for the change,
potential impacts, and expected benefits.
3. Two-Way Communication: Encourage employees to ask questions, express concerns, and
provide feedback. Create channels for dialogue.
 4. Timing: Choose an appropriate time to communicate the plan, considering employees'
schedules and workloads.
5. Consistency: Ensure that the message is consistent across all communication channels and that
all employees receive the same information.
6. Engagement: Involve employees in the change process by seeking their input, involving them in
decision-making, and showing empathy to their concerns.
7. Feedback Loop: Establish mechanisms for ongoing feedback and updates throughout the change
process.
8. Support: Provide resources, training, and support to help employees adapt to the changes.

2. Who needs to approve a change management plan before it is implemented?

The approval of a change management plan typically involves various levels of management within the
organization, depending on the scope and impact of the change. This may include:
1. Executive Leadership: The senior executive team should review and approve major change
initiatives that affect the entire organization.
2. Department Heads: For changes specific to a department or division, the respective department
heads or managers may need to approve the plan.
3. Board of Directors: In some cases, significant organizational changes may require approval from
the board of directors.

3. How do you ensure that a change management plan becomes a normal part of company
operations?

Embedding change management into company operations involves making it an integral part of the
organizational culture. This can be achieved by:
1. Training: Provide training and development opportunities to ensure that employees have the
skills and knowledge to manage and adapt to change.
2. Leadership Commitment: Ensure that leadership at all levels demonstrates commitment to
change management principles and practices.
3. Communication: Continue to communicate the importance of change management and its role
in achieving strategic objectives.
4. Documentation: Document change management processes and incorporate them into company
policies and procedures.
5. Feedback Loop: Create a feedback loop to capture lessons learned from previous change
initiatives and use them to improve future processes.

4. How would you report the progress of a change management plan implementation?

Reporting progress involves tracking key performance indicators (KPIs) and milestones related to the
change management plan. Consider the following steps:
1. Define Metrics: Determine which metrics are most relevant to measure the success of the plan.
2. Regular Updates: Provide regular updates to relevant stakeholders, including leadership,
employees, and project teams.
3. Dashboard: Create a visual dashboard or scorecard that highlights progress and areas needing
attention.
 4. Feedback Channels: Continuously gather feedback from employees and stakeholders to assess
the plan's effectiveness.
5. Adjustment: Be prepared to adjust the plan based on feedback and changing circumstances.

5. If the change management plan has not fully reached its objectives within the proposed timeline
due to staff not fully embracing the plan, what steps should you take to reach the original objectives
of the plan?

If the change management plan has not fully reached its objectives within the proposed timeline due to
staff resistance or other factors, consider the following steps:
1. Assess Barriers: Identify the specific barriers or challenges that prevented full implementation.
2. Engagement: Re-engage with employees and stakeholders to understand their concerns and
address them.
3. Revised Plan: Modify the plan based on lessons learned and feedback, making it more
responsive to employee needs.
4. Training: Provide additional training and support to help staff overcome resistance and adapt to
the changes.
5. Communication: Reinforce the benefits of the change and provide clear, compelling
communication about the path forward.
6. Leadership Support: Ensure strong leadership support and commitment to the revised plan.
7. Monitoring: Continue to monitor progress and adjust the plan as necessary to achieve the
original objectives.