Change Management Essay
Change management can be viewed as an exciting time for some employees and it can be a time of disturbance, menace, and loss for others. The response to change in an organization is the difference between existing and being successful in an organization or work environment. Change is inevitable and relevant in any organization, and the source can be internal or external. The internal source can be from the management in response to customer’s needs, costs or concerns in performance while external can be the economic, social, or political pressures (Schwalbe, 2010). Change management is the process in which an organization takes an ordered and planned approach to help ally the organization with the change process (Pugh, 2007). Change management pertains to working with the stakeholder groups to assist them to value the change process and maintain the transition and working to conquer any challenges that may arise. Consequently, it involves behavioral and organizational adjustments that will help to sustain and accommodate change.
The ultimate goal of change management is to change the way work is done in an organization in order to improve the outcome. The creation of change in an organization takes a lot of hard work and the organization has to concentrate on what needs to be done for the transition to take place. There are two principles that are required for change to take place and these are change and project management. Scheme management is the application of skills, techniques, tools, and activities that will help to meet the requirements of the project. In addition, it involves the application of the project management processes of initiating, structuring, executing, monitoring, scheming, and closing. Change management involves the use of techniques, process and tools to manage the staffs in order to attain the required business result (Taylor, 2004). Moreover, it incorporates the company tools that can be used to help the staffs make successful personal changes that will result in embracing change.
Change Management in California State University IT Department
The university information and technology (IT) department strives to provide excellent services to both staffs and the students. The university is committed to quality and this is achieved by minimization of the unscheduled downtimes that can make form a disruption to campus business and hinder the mission of the university. At the California University, ant IT change that takes place at the main Campus has to be undertaken through every satellite university, and this means that the 23 campuses, students, employees and the whole faculty must change their IT systems as well. The California State University (CSU) had difficulty dealing with this transition but they did not give up on the change process but instead they incorporated an automatic change management system (Schwalbe, 2010). The organization is using the Cisco’s pace and it is able to make routine changes to the whole system. The organization is now defining who is supposed to use what system and the changes that need to be made in their selected area. Their strategy in change management did not include the automatic system but it also defined the functions of change. This has helped the campuses to be able to reduce the issues and confusion that may arise when a change is to be instituted.
Four factors are essential for the success of change management in an organization. The senior management team should be committed to the change and the organization should have a patent and shared vision where everyone who is being affected by the transition, is involved. Additionally, the organization should provide the finance, time, and resources that are needed for the change and all channels of communication should be kept open, as transition takes place. The CSU did not involve all students, employees and faculty members in the transition process as they incorporated the automatic change management system (Pugh, 2007).
The University of Minnesota is one of the competitors of state of California University and it has taken part in transition management from time to time. The transition in the IT department will include changing the software, hardware and maintenance activity. The university has employed a planned approach that ensures that transition process is efficiently handled therefore reducing the force on staff, students and faculty. The campus has come up with a Change Approval Board (CAB) and a transition manager to help oversee the transition requests. The members of the CAB include IT managers from departments across campus and colleges (Taylor, 2004). The aim of Cab is to continually improve the service quality and create many saving opportunities and it reduces the change requests by delivering bundled changes when they are able to. The campus has come up with a protocol where any transition that is anticipated to influence the services provided or has a significant risk has to be reviewed by CAB first. A change calendar has been established that has the list of the planned maintenance and summarizes the changes that have been planned.
The success of the transition process is not determined by meeting milestones but it involves ensuring that the employees are able to adapt and work efficiently in the new working bay. Consequently, the foundation of change management can be influenced by how the change process is presented to the staffs (Schwalbe, 2010). The employees should be made to understand the profits that the change will bring and this will make them partake in the transition ensuring that it is carried out well which in turn will cause reduced disruption to the organization.
Taylor, J. (2004). Managing information technology projects: Applying project management strategies to software, hardware, and integration initiatives. New York: American Management Association.
Pugh, L. (2007). Change management in information services. Aldershot, Hampshire, England: Ashgate.
Schwalbe, K. (2010). Information technology Project Management. Boston, MA: Course Technology/Cengage Learning.