Change Requirements and Goals for FastTrack Couriers

This document discusses the change requirements and goals of FastTrack Couriers, including the impact on employees, costs, risks, and benefits. It explores the company's plans to expand its business and optimize fleet usage through the implementation of new technologies. The document also highlights the costs associated with the changes, the risks involved, and the benefits that the company expects to achieve.

BSBINN601
NAME OF STUDENT
NAME OF COLLEGE
AUTHORS NOTE
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Contents
Part 1................................................................................................................................................3
Task 1...........................................................................................................................................3
Part 2................................................................................................................................................9
Task 1...........................................................................................................................................9
Part 3..............................................................................................................................................16
Task 1.........................................................................................................................................16
Task 2.........................................................................................................................................21
Bibliography..................................................................................................................................23
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Part 1
Task 1
a. The change requirements of the organization are considerable amount of financial investments
by the company, human resources and technological tools and equipment.
Strategic Goals Change Goals
To expand the business of the company in
metropolitan areas so that the small and
medium package deliveries market share
increases by 7.5%.
By gathering all other relevant information
about the market apart from hours spent by the
truck drivers in the market such as job
efficiency of the truck drivers and traffic
conditions which will help in optimizing fleet
usage the company will be able to increase the
market share of the company regarding small
and medium packages.
To expand the business in order to include
small and medium package deliveries to
regional NSW.
By introducing new fleets of delivery truck in
the company the company will be able to
include small and medium package delivery in
regional NSW.
To develop an integrated approach to
distribution management by using technologies
such as PDA and GPS technology.
To gather more useful raw information
regarding the average pick-up and delivery
time taken by a truck driver and the number of
parcels being delivered by the truck drivers
which will help in developing an integrated
approach regarding distribution management
by suing technologies such as PDA and GPS.
To develop and maintain a cohesive and well-
maintained workforce
By ensuring the safety and well-being of the
employees, the employees can remain
concentrated and motivated in their day to day
operations which will help in ensuring the
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maintenance of a cohesive and well-maintained
workforce.
b. Impact of people:
Unless the employees feel secure and get the motivation from the workplace, they will not be
able to work properly to give maximum productivity to the firm. The desired results will not be
achieved as per the planned structure. The new technology will enhance their safety and also
recognize their efforts towards the organization thus facilitating rewards which will help in
motivating them.
Impact of the processes
The organization has planned to change the systems for better performance of the drivers as due
to the slow distribution process in delivery systems, the organization has decided to install the
PDA systems, which are expected to minimize the workloads and will deliver the parcels in a
short time.
Impact of the Technology
The organization has planned to change the monitoring process by planning proper GPS systems
as well as PDA systems within the firm as the devices are supposed to increase the security
process and will enhance the productivity of the company by providing better services in reduced
time.
Impact of the structure
Majority of the time, the General Manager of the company remain out of office and have no
direct communication with the employees. He is unable to see the working condition of the
workers as well as of the organization. He get the reports from other authorities regarding the
work and sitting from a far distance; they are making the changes for the workers, therefore the
implementation of new technology will improve visibility in the organisation.
c. The external trends are as follows:
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Date: 14/06/2019
Managers Name: Mr John Smith
Operations Manager
Topic: Change requirement
Student Name:
BSBINN601
 The demand for small and medium packaging delivery is increasing in NSW.
 More raw information is required for optimizing fleet delivery process
The trends currently impact organizational objectives in the following ways:
 The organization fails to increase the market share of the company in regional NSW by
7.5%.
 The company fails to deliver more number of packages and parcels effectively to the
customers due to lack of adequate pick and drop information and due to lack of traffic
information.
d. The changes due to performance gap is the usage of GPS enabled PDA devices.
The changes due to business opportunities is regarding purchasing new trucks by the company
The changes due to threats is regarding the use of automatic lock gates for safety of drivers
The changes due to management decision is change in driver policy.
e. CHANGE REQUIREMENTS REVIEW FORM
Dear Mr./Mrs. Smith
Please comment on the discussion held on change requirements for
Fast Track Courier Pty Ltd. and submit your written suggestions on
the following:
 Any corrective measures required on the discussed operational change
requirements
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 Prioritization of change requirements
After reviewing all the change requirements I have found out that all the change requirements are perfect in
nature as it will help the company to compete more effectively in the market and will also enable the company
to increase the market share of the company. The corrective measures which has been suggested based on
operational changes requirements are as follows:
- The company should take decision to purchase smaller trucks instead of bigger trucks in order to ensure
pick and delivery of packages and parcels in a more effective manner as the trucks of smaller size can
operate more effectively than bigger trucks during times of traffic congestion and smaller trucks can also
help up speeding up of the delivery process of parcels and packages in NSW as it requires less parking
space and can move easily through congested roads and narrow roads in a swift manner which is mainly
characterized in various regional areas of NSW.
The prioritization of change requirements are as follows:
- Installation of automatic lifting equipment in trucks in order to ensure the health and safety of the workers
as it will help in preventing injuries to the staffs and will also ensure quicker and faster deliveries of
parcels and packages.
- Implementing PDA/GPS usage on truck fleets in order to improve the productivity and efficiency of the
company in order to ensure efficient use of resources for covering market needs and will also help in the
measurement of job performance of the employees and also help in recognizing outstanding performances
of the employees.
Thank you for taking the time to provide your
feedback. Student Name:
Signature:
Manager 1 (Assessor) Signature:
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Manager 2 (Student) Signature:
f. MEETING MINUTES TEMPLATE
DATE: 15/06/2019 TIME: 09:30 AM
LOCATION Office of Fast Track Couriers MEETING TYPE Face to Face
MEETING
CALLED BY
External Change Management
Consultant TIME KEEPER
SCRIBE
ATTENDEES Industrial Relations Specialists
OTHER PRESENT - General Manager
ABSENTEES -
Meeting started at 09:30 AM sharp
MAIN POINTS DISCUSSED
The main points which were discussed in the meeting are as follows:
- The steps which will be taken by the company in order to resist changes from the staffs of
the company regarding the introduction of new technology at FastTrack Couriers.
- The way through which automatic lifting equipment will be installed in the truck and to get
the truck drivers familiar with it.
- Various issues which could arise as a result of introduction of the new technology in the
company such as wages, fair work and health and safety areas of the workers.
DECISIONS TAKEN
- The first and foremost decision which was taken in order to manage resistance from the
staffs regarding the introduction of new technology in the organization is by communicating
the benefits which are associated with the new technology from the point of view of the
organization and also from their own personal point of view as it will enable them to gain
knowledge regarding the need for the changes.
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- The second decision which was taken regarding the installation of automatic lifting
equipment on each truck is that a technician from the automatic lifting equipment company
will supervise the installation process of the automatic lifting machines in the truck in order
to ensure that the automatic lifting equipment are installed in a proper way such that it
ensures safety of the workers and effectiveness of the task.
- The third decision which was taken regarding various issues such as wages, fair work and
health and safety issue of the worker is that the wages of the workers of the company after
the introduction of new technology will be determined as per the industry norms and by
following the Fair Work legislation which is in place. In order to ensure the health and
safety of the workers of the company as a result of the implementation of new technologies
in the company is that a Health and Safety Officer will be hired by the company who will be
responsible for ensuring that the health and safety guidelines are followed regarding the
implementation of new technology and the health and safety of the workers are not
compromised.
DOCUMENTS PROVIDED / CIRCULATED
The documents which were provided or circulated during the course of the meeting are Fair
Work Legislation, Health and Safety Legislation, the handbook or user manual of the automatic
lifting equipment and relevant documents regarding the wages of the workers.
NEXT MEETING
The nest meeting has been scheduled on 15/09/2019
Part 2
Task 1
a. The change goal of FastTrack couriers is as follows:
 Ensuring the safety of the employees of the company by reducing the risks of lifting
injury.
 Getting all other relevant information about the market apart from hours spent by the
truck drivers in the market such as job efficiency of the truck drivers and traffic
conditions which will help in optimizing fleet usage.
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 Introducing new fleets of delivery trucks in the company.
As a result of the changes, the truck drivers of the company will be impacted as they need to
learn to work with the new technology of the company which is being planned for
implementation in the company. The impacts of the change will be realized after 3 months of its
implementation by the truck drivers of the company. The change goals of the company are
related to the strategic goals of the company in the following ways:
Strategic Goals Change Goals
To expand the business of the company in
metropolitan areas so that the small and
medium package deliveries market share
increases by 7.5%.
By gathering all other relevant information
about the market apart from hours spent by the
truck drivers in the market such as job
efficiency of the truck drivers and traffic
conditions which will help in optimizing fleet
usage the company will be able to increase the
market share of the company regarding small
and medium packages.
To expand the business in order to include
small and medium package deliveries to
regional NSW.
By introducing new fleets of delivery truck in
the company the company will be able to
include small and medium package delivery in
regional NSW.
To develop an integrated approach to
distribution management by using technologies
such as PDA and GPS technology.
To gather more useful raw information
regarding the average pick-up and delivery
time taken by a truck driver and the number of
parcels being delivered by the truck drivers
which will help in developing an integrated
approach regarding distribution management
by suing technologies such as PDA and GPS.
To develop and maintain a cohesive and well-
maintained workforce
By ensuring the safety and well-being of the
employees, the employees can remain
concentrated and motivated in their day to day
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operations which will help in ensuring the
maintenance of a cohesive and well-maintained
workforce.
 The change requirements of the organization are considerable amount of financial
investments by the company, human resources and technological tools and equipment.
 The costs which are associated with implementing the changes in the organization are
cost regarding the purchase of GPS technology enabled PDA devices in order to optimize
the fleet usage of the company which will cost approximately $40,000. The other cost of
the company regarding implementation of the changes is the installation of automatic
lifting equipment for the 10 trucks of the company is $100000 and the cost of purchasing
new trucks for the company is estimated to be close to $5000000. The cost of the
company apart from the purchase of new trucks and installation of automatic lock gates
and PDSA devices is $25000
 The risks which are associated with the implementation of change in the organization are
as follows:
 The lack of trust among the truck drivers regarding the use of productivity data.
 The perceived threat to jobs security among the truck drivers as a result of
implementation of the new technology.
 Industrial actions
 The benefits which are associated with each change being planned to be implemented in
the company are as follows:
 The use of GPS technology will help in delivering more raw information to the
company regarding the job efficiency of the truck drivers and the and the traffic
condition which will enable the company to adopt strategy which will help in
ensuring that the company is able to deliver more number of packages in regional
NSW which will help in increasing the market share of the company.
 The introduction of more number of trucks in the delivery fleet of the company
will ensure that the company remains successful in delivering smaller and
medium sized packages and parcels in greater parts of NSW in a short amount of
time which will help in improving the business performance of the company.
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 The change in the driver policy of the company will help in ensuring that the
company need not to recruit new drivers in the company which will help the
company in saving a considerable high sum of money and as the existing drivers
of the company will drive the new trucks, they will not require any additional
training.
 The costs which are associated with the implementation of the changes is high in nature
and the risks which are associated with the implementation of the changes can be
considered as low in nature which can be mitigated. The benefits which are associated
with the changes are also high and therefore by weighing the benefits of the changes
against the costs and risks it can be said that the benefits of the changes outweigh the
risks and costs of the changes in the long run as the investment needs to be done only
once and the benefits will be experienced for a long time.
 The categorization of the changes is as follows:
Feasible- Use of advanced GPS enabled PDA devices for improving operations
May be feasible- Purchase of new trucks and installation of automatic lock gates
Not feasible- Change in Driver policy
 Risk analysis of changes is as follows:
Risk/Barriers Impact Likelihood Strategic for mitigating risk
Lack of trust regarding use of
productivity data.
High Impact Medium Communications and training
for outline the needs of the
company and addressing the
concerns of the employees.
Perceived threat to job security High Impact High Explain the relation between
business expansion plans and
Increased job security and
also explaining the relation
between business expansion
plan and benefit of training
and consequent increase in
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employability due to new
skills.
Industrial action High Impact Medium Address employee concerns
and gaining trust and
acceptance.
Change management plan
The change management system which can be adopted is as follows:
Determine: Determine the changes which are required for the company, and the source of
resources, strategies for implement the changes and outcomes for target audience.
Brainstorming the solutions: Brainstorming various ideas from various sources for reaching a
particular solution as it helps in the evaluation and analysis of the potential for addressing the
problems.
Decide the way of proceeding: After brainstorming the ideas, determining the path in order to
carry forward the process which will in generating benefits for the company.
Documenting the required steps to follow: Following the procedure in sequence for avoiding any
additional burdens while modifying the system of the company.
Determining the time: Determining the time is a very vital component else, it would take greater
time to reach the goal.
Reflecting the changes: The changes which are implemented in the company should be
beneficial for all groups working for the company. The higher management should be sure about
changes in every department.
Identification of risks: The Risks should be identified effectively within the set time, otherwise it
will be problematic for managing them later.
Writing the idea on paper: Documenting the strategies on the paper in order to better understand
the idea and to maintain the document work.
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The change management theory which will be followed to embed the changes in the organization
is Kotler’s 8 step change model which is considered as one of the most effective models which
can be used for managing changes. It comprises of 8 stages namely establishing and driving up
emergency for the change required, building a team dedicated to change, creating vision and
goals for the change process, communicating the need of the change process, empowering staffs
to implement change by themselves, creating short term goals, maintaining persistence and
making changes permanent.
 Stakeholder Management
The key stakeholders of the plan are the top management of the organization and also the
employees of the organization who will be affected as a result of the plan in order to seek
their review regarding the plan.
The commitment level of the higher management of the organization is high where the
commitment level of the truck drivers of the employees is medium.
Their concern of the higher management is regarding the involvement of the lower
management and it will be addressed by providing training to the lower level employees.in
the change process and the concern of the lower management is regarding their job security
and it will be addressed by providing knowledge regarding the characteristics and benefits of
the changes.
The consultation methods which will be used for engaging stakeholders are semi-structured
interviews and focus groups.
 Communication Plan
Audience: The truck drivers and stakeholders are the audience of the communication plan
Message: The information regarding the changes should reach to everyone everyone so that no
workers face issues while using it.
Methods of communication: Communication can be done through meetings, face to face
discussion, emails and newsletter.
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When the communication will occur- The communication will occur once the change has been
identified for implementation
 Education/Training Plan
Participants- Truck Drivers
Skills which will be provided- Skills regarding use of new technology
When training will occur- Before the implementation of changes in the company
Methods of training delivery- On the Job Training
Person Responsible- External Trainer in consultation with the HR Manager.
 Measuring/Reporting strategy
The success will be measured by analysing if the communication plan have reached all the
identified stakeholders of the organizations and based on the inputs and feedbacks provided by
them.
The success will be reported by ensuring acknowledgement of the stakeholders after they receive
the communication plan.
 List of Resources
The list of resources which will be required by the company includes training materials for the
truck drivers, user manuals of the new technological equipment and apparatus being
implemented, advanced technological devices in order to complement the implementation of the
new changes.
d.
The undersigned acknowledge that they have reviewed the Change Management Plan and
agree with the information presented within this document. Changes, if any, to this Change
Management Plan will be coordinated with, and approved by, the undersigned, or their
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CHANGE APPROVAL FORM

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designated representatives.
Instructions: List the individuals whose signatures are desired. Examples of such
individuals are Business Owner, Project Manager (if identified), and any appropriate
stakeholders. Add
additional lines for signature as necessary.
Signature: Date: 14/06/20
19
Print Name: Andre McGill
Title: General Manager
Role: Responsible for taking decision regarding
the company
Signature: Date: 14/06/20
19
Print Name: John Wallace
Title: Chief Financial Officer
Role: Responsible for controlling and handling the
financial transactions of the company
Signature: Date 14/06/20
19
Print Name: Simon Clarke
Title: Trucking/Operations Manager
Role Responsible for effective management of the
operations of the company
Signature: Date 14/06/20
19
Print Name: Peter Trego
Title: Human Resource Manager
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Role: Overseeing he human resource activities of
the organization and responsible for
organizing training program for the
employees.
Part 3
Task 1
a. The survey which will be developed in order to gather feedback from the employees of
FastTrack Couriers are as follows:
Name-
Designation-
Date-
Parameter Score out of 10
Are you well suited for your job roles and
responsibilities?
Did the management clearly specify your
roles and responsibilities?
Do the management conduct performance
review?
Do the management support the welfare and
development of the employees?
Do the management recognize the
performances of the employees and reward
them accordingly?
Rate the communication process being
followed in company.
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Rate the involvement of the employees in the
decision making process of the company
Are the employees knowledgeable regarding
the changes which occur in the organization?
b.
Name- Jason Lewis
Designation- Truck Driver
Date- 12/06/2019
Parameter Score out of 10
Are you well suited for your job roles and
responsibilities?
8
Did the management clearly specify your
roles and responsibilities?
10
Do the management conduct performance
review?
8.5
Do the management support the welfare and
development of the employees?
7.5
Do the management recognize the
performances of the employees and reward
them accordingly?
7
Rate the communication process being
followed in company.
7
Rate the involvement of the employees in the
decision making process of the company
5
Are the employees knowledgeable regarding
the changes which occur in the organization?
7.5
c. FEEDBACK REVIEW FORM
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Date: 14/06/2018
Managers Name:
Topic: Change
Management
Student Name:
BSBINN601
Dear Mr./Mrs. Ashton Carter
Please comment on the discussion held on the survey findings by
submitting your written suggestions on the following:
- Do you agree with the survey findings? If not, why not: Yes I agree with the survey
findings as the management do not involve the truck drivers in the decision making process
of the organization regarding the implementation of the change process and are only
communicated the decisions of the organization.
- What improvements you want us to introduce to this plan?
- Medical policy for the truck drivers in spite of the installation of the automatic lifting
equipment in order to ensure the good health and well-being of the truck drivers of the
organization.
- The new trucks which will be purchased and used by the company should comprise of a
single driver who will be responsible who will be responsible for delivering and
picking up packages for regional areas but the old trucks of the company should
operate with 2 staffs and not a single staff for all trucks.
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Date: 14/06/2019
Managers Name:
Topic: Change
Management
Student Name:
BSBINN601
Thank you for taking the time to
provide your feedback. Student
Name:
Signature:
Union Rep. (Assessor) Signature:
G.M. (Assessor) Signature:
d. FEEDBACK REVIEW FORM
Dear Mr./Mrs. Jason Finch
Please comment on the discussion held on the survey findings by
submitting your written suggestions on the following:
- Do you agree with the survey findings? If not, why not: Yes, I agree with the findings of
the survey as the company does not adequate steps for ensuring the growth and
development of the employees of the organization as the company only arranges training
program once a year which is also not up to the mark in context of the requirement of the
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employees and there are no other steps take such as succession planning, knowledge
management, knowledge transfer etc.
- What improvements you want us to introduce to this plan?
- Compulsory medical policy for the truck drivers in spite of the installation of the automatic
lifting equipment in order to ensure the good health and well-being of the truck drivers of the
organization.
- Continuing with the current system of the company regarding picking up and delivery of the
parcels and packages and not implementing the PDA/GPS technology as the truck drivers are
considering it as a threat to their job roles.
Thank you for taking the time to
provide your feedback. Student
Name:
Signature:
Union Rep. (Assessor) Signature:
G.M. (Assessor) Signature:
e. New Communication Plan
Audience: The higher management of the company is the audience of the communication plan
Message: The feedback regarding the changes among the workers and union representatives
should reach to the top management
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Change Process at Fast Track Courier Pty Ltd.
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Methods of communication: Communication can be done through face to face meetings,
When the communication will occur- The communication will occur once the feedback and
response has been collected from the affected parties.
Task 2
a. INFORMATION SESSION TEMPLATE
General Information
Training Name: New Changes at work Trainer:
Duration: 01 day Email Address
Expected Outcomes(s):
What will participants gain from this session?
From this session the participants, who are mainly the truck drivers will gain knowledge regarding the
need and benefits of the change which are being implemented in the company so that they do not resist
the changes which are going to be implemented in the company.
Implementation Session Description:
How will you achieve these outcomes?
Through: The participants will be briefed by the operations/ trucing manager of the company regarding
the benefits of implementation of the new technology to the company as well as to the employees and be
answering all their queries regarding the new change process that is being implemented so that they do
not have any issues regarding accepting the change process in the organization.
TEMPLATE - Implementation Information Session
Element, Goal(s) &
Indicator(s)
Activity Materials Time What are
participan
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In each box, describe
each activity that you
plan to run or ran in this
implementation training
session.
What do you
need to run the
activity?
How much
time is
required?
ts doing?
Do,
Reflect,
Generaliz
e, Apply
To provide information to
the employees regarding
the benefits of the change
process to the company.
Detailing the truck drivers
regarding the need of the
change for the company
and the benefits of the
change both for the
organization and the truck
drivers.
30 minutes Documents
detailing the
policies and
procedures of the
company and
presentation
regarding facts
and evidences
showing the
usefulness of the
new technology
Learning
the concept
of the new
technology
and its
benefits.
To instill confidence
among the employees
regarding accepting the
change process in the
organization without any
issue.
Providing hands on training
to the truck drivers of the
company regarding
effective usage of the new
technology that is being
implanted in the company.
45 minutes User manuals of
the new automatic
lifting equipment
of the company
and also user
manual of the new
PDA device of the
company
Apply the
learnings
gained
from the
new
technology
Resolving all queries of the
employees regarding the
change process of the
organization.
By answering to all the
queries and issues raised by
the truck drivers regarding
the implementation of new
technology in the
organization.
15 minutes Employee
Handbook and
relevant
documents
demonstrating the
performance and
Reflecting
on the
effectivenes
s of the
new
technology
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productivity of the
employees of the
company
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