Assalamualailum Wr. Wb.
yeeeehawwww.... we're now at the last module for LPM3. Yay!
So this module is about implementing changes and our trainer is Mdm Kolsum Begam.
Two weeks into the module,we celebrated Maal Hijrah so it was perfect timing. It syncs with this topic.
So, I was taught since young that to have positive changes is good.
In my younger days, although sometimes I do feel skeptical of it, most changes worked out fine.
From there I realised that by not changing, I'll be stagnant and lose out.
In this module I can relate on how the processes that a company takes to implement change can be used and almost similar for personal too.
According to Uthman Ibn Affan, a Muslim caliph, he said that "Knowledge with practice is useless".
The first chapter we went through was about 5W1H on creating a learning organisation.
Basically to understand that a learning organisation is essential provide necessary tools and skills for self-improvement.
There are three steps to create learning organisation:
1) ENVIRONMENT - Machines, Products, Training Centre, Training funds
2) LEADERSHIP - Coach, Mentor, Trainer that believes in development
3) EMPOWERMENT - Simulation, Delegation, Training that gives way to succession
With learning organisations available, companies that send their employees for upgrading.
In People Management course at Supervisory Level, I was exposed to steps in problem solving which means implementing change to resolve an issue or ensuring smooth operations:
1) Identify what is the problem
2) Find the possible ways to tackle problem
3) Choose the best to resolve issue
4) Rectify the issue with chosen remedy
5) Monitor result
6) Fine tuning and Continuation of improvement
For easy remembrance - IDEAL (below)
There are many opportunities that may arises from issues in positive and negative manner that may include:
1) improvement of,or changes to, the services or products on offer
2) increased efficiency or productivity
3) development of new products
4) identification of new partners for collaboration
In this age, technology like IT, communication, equipment and enhancement help in improving work practices. Make full use of it.
We were also asked by Mdm Kolsum to find if changes in workplace is easy and workable?
My answer was below:
1) Is it easy and why?
In theory yes it is easy. Hands-on would be a little bit difficult as humans are complex beings.
Not all think and feel alike. Apart from that, people from different backgrounds and education may have various views on things work. Tensions among colleagues bound to happen. Thus it's a challenge when we have colleagues that are not in the same wavelength. However to make a great workplace and target achieving team, each individual has to be professional and draw a line to all negative issues that are able compromise teamwork.
2) Is it workable and why?
Yes definitely it is workable - at least for people who have the passion for the company and their professionalism. What I mean is that every workplace has its own obstacles. Champions overcome it and losers - well, lose. People in the right mind will surely choose to succeed hence they will find a way to how to get through challenges.
Furthermore, there are many ways to cultivate healthy working lifestyle in a company. Like adapting open communication, providing enough resources (training materials, right equipment, enough information and cohesive environment).
3) What to do to make things easier?
As mentioned:
1) open communication
2) good team bonding - avoid gossiping
3) update team on changes and latest trends frequently
4) briefing/meeting session to clear out doubts
5) standardize how things are done and make sure it's followed by all
Example of employers according to Fortune that have positive reviews - Google, Facebook, Twitter, AMEX, Marriott
Before making any changes, company MUST communicate to team members of it.
Transition of change will be at ease if members know
1) What is the change (Evaluation)
2) Why is it beneficial (Short and long benefits to the company and employees)
3) How it will change (Legal, Ethical and Policies to consider)
4) Who will be involve and in-charge (Assign Roles and Responsibilities)
5) When it will commence (Timely and Relevant)
6) Where will it take place (To increase efficiency)
It is best to document all communication so it's good when there's dispute and doubts - something to refer to. It can be an action plan and broadcast to all. Use the appropriate and most effective that suits the company.
Evidently, we also touch on communication skills just like EACH and EVERY module. If you notice, effective communication is crucial. I shall not elaborate more as it's covered in my previous posts.
Also, since we're Singapore, Legal and Ethical have always been highlighted. You don't want to mess with Singapore rules.
Once found guilty, you must pray hard and hire an attorney to bail yourself out. In other sense, spend your fortune unnecessarily on something you can avoid.
What I'm trying to say is whenever before a change is done, these are to consider:
1) Legal (Uphold Law)
2) Ethical (Abstain from dirtying company image)
3) Company Policies and Procedures (Buy-in from top management and employees)
For sure every success ending stories comes with challenges to overcome.
Barriers like:
1) Bureaucratic barriers - Rigid, Unwillingness to change, Comfort zone
2) Environmental: Scared of changes, Fear of Unknown, Bad Habits, Increasing Workload
3) Culture: Groupthink, Too much dependance of others
4) Resources: Limited funds, Short period of time
There are methods to handle barriers such as Dan S Choen and John P Kotter 8 steps:
Barriers like:
1) Bureaucratic barriers - Rigid, Unwillingness to change, Comfort zone
2) Environmental: Scared of changes, Fear of Unknown, Bad Habits, Increasing Workload
3) Culture: Groupthink, Too much dependance of others
4) Resources: Limited funds, Short period of time
There are methods to handle barriers such as Dan S Choen and John P Kotter 8 steps:
Apart from this, educate members on the importance of changes:
1) Staying current - still have value in market
2) New opportunities - Not stagnant and growth
3) Encourgaging Innovation - Being autonomous
4) Increased Efficiency - Productivity, Less Waste
Basically it's a circle of happiness that starts from within:
employees perform better = company gain more profit and happy with result = reward employees
(moreover if it's nearing year end = good appraisal)
If there's still a barrier from team members itself, a manager must be smart to negotiate.
In my previous post, I touched on Thomas Kliman negotiation technique and shall not repeat it here.
I'd like to add steps or negotiation:
How do you monitor results?
S.A.M.I.E
- Select (What is the results targeted?)
- Analyse (See if it's managed to reach target)
- Measure (Measure by KPI, percentage, etc)
- Improve (Fine tuning where it needs, coaching)
- Evaluate (Control charts, spreadsheets, formal meetings)
It's better that before,during and after changes, managers take note the situation and issues so that comparison can be made.
After a successful changes, ensure that it is continuous so that there's always growth and competitiveness in the market.
And hence the module ends here :)
Throughout my both ESQ and LPM3 journey under Mendaki, I've got to know wonderful classmates, brilliant trainers and excellent contents of study which are very useful to me.
This may be the last course before I resume my ACCA. Thus, I feel grateful towards them for providing me the sugar and spice all this while.
I wanna wish all trainers, classmates and Mendaki staffs a good luck and warmest regards.
Till we meet again, In Shaa Allah.
From the makcik herself,
Haizah